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Microsoft or Windows
Weekly Feature - July 22:
To Open or Not to Open?
Do you receive a lot of spam and junk email? Are you worried about safely opening an unknown email? Most spam is pretty obvious, but many times we receive questionable email. You can actually utilize Outlook Express to see what's in an email without opening it.
- From your Inbox, right click on the message and choose Properties.
- Click on the Details tab.
- Click the Message Source button on the bottom.
- Maximize the Message Source window.
You can now see the contents of the message and the type of attachment, if any, without the risk of launching any offending attachments and viruses.
Back to Top
Previous Florida Bar Tech Tips:
Microsoft or Windows:
"8 Basic Tips for Windows Warriors"
When the "cool" thing to do became switching to Apple, many PC users stayed loyal to Windows -- and have been rewarded by learning the system inside and out. Here are 8 basic tips that make for easy operating, such as:
- To check how much hard drive space you have available: Double click My Computer. Right click the mouse on any hard drive and chose properties.
- Hold the Alt key while double clicking My Computer to open the System Properties window. This is where you will find a quick view of your system such as your computer’s name, system restore, auto updates, hardware, etc. The first screen will provide information about your system such as which version of Windows you are using, how fast the CPU is and how much RAM remains.
- Pressing the F1 key immediately opens Windows Help.
- Maximize a window by double clicking the title bar of the window. (This is the long blue bar at the top of your window.) Double click again to bring it back to its prior size it.
- Get organized by alphabetizing the items in your start menu! Click Start then Programs, and while hovering over a program, right mouse click and choose Sort by Name.
- To restore an accidentally deleted file, click Control key + Z. If you don’t realize that it is missing until later, you can also look in your recycle bin. Right click on the deleted file and choose “restore”. The file will instantly return to where it originated from.
- To bypass the recycle bin when deleting a file, hold the Shift key down when deleting. Control Z will still bring it back.
- Need to save an image from a web page? Right click the mouse and choose “Save Picture As”. You can also rename it at this time.
You have a spread sheet – from someone else. Did they use formulas? Or did they just “type in the numbers” to look good? You need to know, and quickly! On any Excel spreadsheet, toggle the display to show formulas and hide them again. On the keyboard hold down Ctrl and strike the ~ key (tilde), or on the Formulas Ribbon, click “Show Formula”
Topping Things Off
It is said that the simple things make a big difference. So repeat after me: “SIMPLY stop scrolling.” If you’ve wended your way down a long list of emails and need to get back to the top of the list, why then: Ctrl + Home.
If you’re on row 1,048,576 of an Excel spreadsheet, and need to get to Row 1: Ctrl + Home.
If you’ve managed to read all of that juicy gossip on the web page and need to get back to the top, do your index finger a favor and Ctrl + Home.
Instant Math Wizardry in Excel
Did you ever need a quick sum for a client on the phone? How about an average? There is no need to be an Excel Formula Guru, or even understand “Sum.” Simply select the numbers in question and the status bar shows you the answers.
Don’t want the “whole column,” you say? No problem. Click on any cell you want to start with. Then, holding the Ctrl key, click on any additional cells.
The Boss Is Coming Panic Button
It’s neat. It’s efficient. It’s a life saver. And yet it is so unobtrusive. It’s on the lower right-hand corner of your screen. No, really lower. Keep going. It’s next to the date and time. Yes that little blank button. It’s magic and it’s called “Show Desktop.”
One click, and all programs minimize instantly. A second click and they all come back. And it’s our little secret.
How to Add the Windows Calculator to the Quick Access Toolbar in Excel 2010 and 2013:
If you use the Windows Calculator while creating spreadsheets in Excel, you can save time by adding the calculator to the Quick Access Toolbar in Excel. This way you won’t have to leave the program to access your calculator. Follow these easy steps:
- Click on the down arrow on the right side of the Quick Access Toolbar (QAT) and select MORE COMMANDS from the menu.
- On the QAT screen on the Excel Options dialog box, click on COMMANDS NOT IN THE RIBBON from the Choose Commands From drop-down list.
- Scroll down and click CALCULATOR, then ADD.
- Click OK to close the Excel Options dialog box.
- You will see the calculator icon in the QAT and you are good to go!
Microsoft Office Tip: Go back to your last edit
Ever been working on a long Microsoft Word document and decided to call it a day? Then, the next day, you reopen your document and have to page down, page down, page down…to try and find the spot you were at when you stopped editing? Next time you open that document, just press Shift+F5, and Word will take you right back to the last spot you were editing.
- Three things you need to know about this feature:
1. It also works within a document you’re working on. In case you accidentally (or intentionally) jump to another part of the document and want to go back to where you just were, press
Shift+F5. Press it again to go to the place you were editing before that. Press it again to go to the place you were editing before that. Press it again, and it’ll take you back to where you
started; this feature only saves the last three editing points.
2. It doesn’t always work in versions of Word prior to Word 2010. The feature was there, but it was somewhat cranky. Word 2010 fixes that.
3. Word 2013 brings the feature to the forefront. When you open a previously edited document in Word 2013, it’ll ask you if you want to go back to where you left off.
(3/11/2014 Source:13 Tech Tips for 2013 ABA Law Practice Magazine March/April, 2013 Ben Schorr, Roland Schorr & Tower)
Microsoft Office Tip: Save As PDF Built In
Did you know that since Office 2007 came out the ability to save a Word (Or Excel or PowerPoint) file as a PDF has been built in? To save your current file as a PDF simply go to File > Save As but before you click OK, be sure to change the “Save as type” to PDF.
Windows Tips: Undo What You Just Did
In Windows, you can undo many actions by using the keyboard shortcut of “CTRL + Z”. You probably know that’s the undo in Microsoft Word or Excel, but you can also use that trick to undo an accidentally deleted or moved a file, to put back an appointment inadvertently dragged to a new date in Outlook, and even to un-rename a file in file Explorer.
Clear Temporary Internet Files and/or Browsing History
CTRL+SHIFT+DELETE is a quick and handy way to clear temporary files and browsing history in all major browsers.
The Right-Click button on a Mouse Has One Main Function: Menus
If your mouse has a right-click button on it – you should use it! Right-clicking an item, a file, a folder, a link – just about anything on your screen will result in a menu. That menu usually displays a list of things you can do with the item. Here’s a handy example – right-click on a hyperlink in a webpage, select “Open in a new tab”. That link will open in a new tab (or window) without jumping you off the current page.
CTRL + F is a popular keyboard shortcut for “Find”
From websites to Microsoft Word pressing the CTRL key and the F key at the same time will usually result in a pop-up box that allows you to input a word or term to search for on that page or in that program. Many programs will even highlight each instance of that word as it appears on the page and offer navigation buttons such as Next, Previous, Up or Down (searching direction on the page). Try it now – right here on The Florida Bar website!
Excel Tip – Print Only a Portion of a Spreadsheet
Only need to share or print part of a large Excel spreadsheet? It’s a simple two-step process. First, select the cells you want to print (known as the “range”), then tell the printer that you only want to print that range. Here’s how:
Excel 2007 and 2010
1. Select the range you want to print.
2. Click the "Office" button or the "File" tab.
3. Choose "Print" in the left pane.
4. Choose "Print Selection" from the first "Settings" drop-down ("Print Active Sheet" is the default).
5. Click "Print."
1. Select the range you want to print.
2. Choose "Print" from the "File" menu.
3. In the "Print What" section, choose "Selection."
4. Click "OK."
Fastcase Tip: Copy with Citation
Need to copy and paste a portion of a case into a word processing document? Use the Copy Document Text feature!
While in the full case view, select the text you want to copy with your mouse . (Hint: Place your mouse at the beginning of the text you want to copy, then click and hold the mouse button. Drag your mouse to the end of the selection and then release the button. The selected text will be highlighted in blue.) A pop-up box will give you the choice of copying the text or copying the text with the case citation.
Open the brief or pleading that you are working on in the appropriate word processing program (e.g., MS Word or Word Perfect). Then use your program's paste function to paste the text into your document . (Hint: If you are using MS Word, you can paste using the shortcut CTRL+V .) If you selected Copy With Citation, it will paste the text with the citation at the end.
Fastcase Tip: Case relationships
Use the Explore Case Relationships feature in the Interactive Timeline graph to quickly view the cases your case has cited as well as the cases that cite back to your case. The unique features of the Interactive Timeline allow you to see not only how many cases your case cited to, but also how frequently those cases were cited. Additionally ,you can see how many cases cite back to your case as well as how often those cases have been cited. Review a case relationship status.
Fastcase Tip: The new Interactive Timeline and Forecite
We've merged two of our unique features and made it even easier for you to spot important cases. Before, the Interactive Timeline plotted your results on a graph so that the most cited cases were immediately apparent. Forecite could be used to identify important cases that were not included in your search results and alert you to them .
Now we've combined those features so you can see the Forecite results in your Interactive Timeline. We've also added a "Click and drag to zoom" feature so you can focus on a particular group of cases in finer detail.
For more details, visit http://www.fastcase.com/together%20-at-last%20-interactive-timeline-and%20-forecite/
Fastcase Tip: Get even more precise results by using the “Search Within" feature
You already know that you can modify your search by going to Search, then Modify Search, but now you can use the "Search Within" feature to search just within your current set of results. Use the "Search Within" button to quickly refine your search results. Once you've run a Keyword (Boolean) search query and come up with results, simply click the "Search Within" button to add additional terms to look for within your list of results. You'll be able to narrow your original list down to a much more precise set of results with just one click.
Fastcase Tip: Spot negative citation history with 11Bad Law Bot"
Fastcase has enhanced its Authority Check feature to show you where courts have noted that a case has been treated negatively (i.e., reversed or overruled on any grounds). The new feature, "Bad Law Bot ," uses algorithms to find negative citation history . Bad Law Bot then flags those cases that have negative citation history and provides you with the links to those cases. Keep in mind that Bad Law Bot is not intended to be a complete replacement for a full editorial citation or for reading all later-citing cases. A red flag means that there's likely negative treatment, since a court has said as much by their use of a negative citation, but no red flag does not necessarily mean that a case is still good law. If a case has been overturned but no court opinion has cited to it yet , Bad Law Bot won't be able to find any citation signal information.
Bad Law Bot is a part of Fastcase's Authority Check, which means it's free to you as a member of the Florida Bar. For more information, visit http://www.geeklawblog.com/2013/04/fastcases-bad-law-bot-big-data.html
Have you tried Fastcase, the Bar-approved free legal research service for Florida Bar Members?
Thanks to our relationship with Fastcase, Florida Bar Members get free access to most state and federal resources including Florida Supreme Court decisions since 1950, and all district court of appeal opinions since the inception of the DCAs. Also included are all U.S. Supreme Court decisions, opinions from the Fifth and 11th U.S. circuit courts of appeal, the Florida Administrative Code, Florida Statutes, and the Florida Constitution. For an additional $195 annually, Bar members can buy access to Fastcase’s complete national law database, covering all 50 states and all federal courts. That service typically sells for $995 annually. Login to your Florida Bar Member profile to access Fastcase. Our November Tech Tips will feature Fastcase Tips.
Pesky Page Proportions Pervert Polite Presentation in Word
We’ve all gotten them -- from clients and from co-workers: Documents that seem to be intended for microfilm or assume that we are reading them from 40,000 feet. The solution may surprise you. You probably know about the slider on the lower-right hand corner of Microsoft Word, otherwise known as ZOOM. And though the solution of clicking “+” or "–" might seem simple enough, the results may not be what you want. Suppose you slip-slide yourself to a really comfortable 219% on your big-as-picture window monitor that is the envy of all the partners? Great. But now email that document to one of those partners who happen to be on his/her tablet. What does he/she get? The word ...
as large as life. That’s because 219% is relative to the screen on which the document is opened and is remembered as a percentage by the document. The solution? A magical setting called “Page Width,” which secretly encodes the document with a “just right” setting that translates from screen to screen. This Page Width button is available in several places:
1. Click the Percentage Number next to the slider
The zoom screen will appear. Click the Page Width Radio Button and then “OK”.
2. On the View Ribbon, click the Page Width Button.
Indeed, it would be wise to right-click on this button and add it to your Quick Access Toolbar now.
The result is a page proportion pleasing to all – or at least most – and travels well with the document.
How to Change the Direction of Text in Word 2013:
There may come a time when you want to change the direction of the text in Word. Perhaps you are creating a table and want your column headings to be written vertically. This can easily be done in just a few steps:
- In your table, select the cell(s) for which you want to change the text direction.
- Under table Tools, click the LAYOUT tab.
- Click TEXT DIRECTION in the Alignment section of the Layout tab.
- Each time you click TEXT DIRECTION, a different direction is applied. Keep clicking until you like what you see.
- You can also RIGHT CLICK on the selected text in the table cells and select TEXT DIRECTION from the popup menu to change the text direction on your table.
Tech Tip: Wondering Where the Open and Print Buttons Are on the Newer Versions (2007-2013) of Word?
Word comes off the shelf with minimum shortcuts displayed. A new toolbar feature called the “Quick Access Toolbar” (QAT) allows you to add the shortcuts (aka buttons or commands) you use the most to this handy toolbar located
at the top of the Word window. There are two ways to add buttons to the QAT. Begin by identifying the QAT, it is located above the ribbon and by default looks like the image below. It has the Save, Undo and Redo button on it by default.
You’ll notice a small drop down arrow at the end of the QAT. Click on it to show a list of commonly added commands. Click each one you would like to add. You can also add a button from any other Ribbon in Word. For example, let’s say you insert a lot of footnotes and are regularly clicking the Reference tab and then the Footnotes button to insert that footnote. On your next visit to that button, RIGHT CLICK ON IT – you will be presented with a menu of options, one of which will be “Add to Quick Access Toolbar”.
Keyboard shortcuts to the ¶ and § symbols in Word and WordPerfect
For legal professionals the paragraph and section symbol can be very handy! You can always find the Insert > Symbol > Special Characters but learn these quick keys as an alternative. (Note – you MUST use the number keypad and have NUM LOCK on for these tips to work).
Microsoft Word - To input the ¶ Paragraph Symbol, hold Alt, and on the NUMERIC keyboard type its code – 0182. For the § Section Symbol hold Alt, and on the NUMERIC keyboard type its code – 0167.
WordPerfect – To input the ¶ Paragraph Symbol, hold Alt, and on the NUMERIC keyboard type its code – 1. For the § Section Symbol hold Alt, and on the NUMERIC keyboard tap 2.
Microsoft Word Text Selection Tips
Learn these mouse tricks to quickly select text in Word (and many other programs – just try them!).
- Double-click a word to select only that one word
- Triple-click in a paragraph to select only that one paragraph
- Hold the CTRL key on your keyboard plus one single mouse click to select one sentence
5 Pro Outlook E-mail Tips:
- CHOOSE WHICH E-MAIL ACCOUNT TO USE: You can quickly choose which one to use when sending messages by clicking ACCOUNTS, and then click the account you want from the list.
- DELETE NAMES FROM THE AUTO-COMPLETE LIST: Select the unwanted name by using the UP ARROW or DOWN ARROW key and then press DELETE.
- CLEAR YOUR ADDRESS HISTORY: To start fresh and clear your Auto-Complete cache, open the C:\Documents and Settings\user name\Application Data\Microsoft\Outlook folder, and then delete the profile_name.nk2 file. Outlook will recreate this file as you type new addresses.
- NEED MORE TIME TO READ A DESKTOP E-MAIL ALERT?: Keep an alert from fading away too quickly by moving your insertion point over the alert while it is still visible.
- TURN OFF NEW MAIL DESKTOP ALERTS: If you find the alerts distracting, on the TOOLS menu, click OPTIONS. In the PREFERENCES tab, click E-MAIL OPTIONS then ADVANCED E-MAIL OPTIONS. Under WHEN NEW ITEMS ARRIVE IN MY INBOX, clear the DISPLAY A NEW MAIL DESKTOP ALERT (DEFAULT INBOX ONLY) check box.
Learn to Customize and Use Email Signature Blocks
Most email service providers and smartphones allow you to customize email signatures -- having more than one or two available to pick from. We’ll use Outlook as an example (if you don’t use Outlook, or use it plus something else, do a Google search to find a "How-to" on your particular service or phone and set up your signature blocks using the following best practices).
A new email you are sending should contain your full contact information. At a minimum it should state your name, title, organization, email and phone number (optionally, physical address and fax number if still relevant in your day-to-day practice and email disclaimer, if applicable).
Outlook allows you to create an email signature for a NEW message and a second one for “Replies/Forwards.” That means, it will automatically add your custom signature block to a New outgoing message and add a different one to emails that you reply to or forward. It also allows you to create even more blocks should you need or want them. For example, you may serve on a charity board or as a leader of a group and need a signature block for those roles. To create your signatures in Outlook, open a blank new email message and go to Insert > Signature > Signatures to open the editor for signatures.
How to Add Holidays to Your Calendar in Outlook 2013:
Adding a particular country’s or religion’s holidays to your calendar is easy. Follow these steps:
- Click the FILE tab.
- Click OPTIONS from the menu list on the left.
- On the Outlook Options dialog box, click CALENDAR from the menu list on the left.
- From calendar options, click ADD HOLIDAYS.
- When the dialog box opens, check the countries and/or religions whose holidays you want to add. Click OK.
- A progress dialog box appears. If you checked many boxes this could take a short while.
- When the confirmation dialog box appears, click OK.
- You are brought back to the Outlook Options dialog box. Click OK.
- Get ready to celebrate the holidays!
Outlook Tip – Add a New Person To Your Contacts
You can quickly create a new contact in your Contacts folder from an e-mail message you have received. With the message open, right-click directly on the senders name or e-mail. On the shortcut menu, click Add to Outlook Contacts.
Outlook User: Quickly Copy an E-mail onto Your Calendar
Many e-mails would be more useful on your calendar than in your Inbox – payment reminders, conference call in-details, docketing-related e-mails. Outlook allows you to drag and drop e-mails from your Inbox onto the Calendar folder to convert that message into an appointment.
1. From your Inbox view click and hold the e-mail you would like to convert into an appointment.
2. Drag onto the Calendar icon on the left-side navigation pane and release.
3. Outlook will present you with an appointment window that will have use Subject line of the e-mail as the Subject line of the appointment. You can easily change the Subject as well as fill in the Location, Date and Time and other details.
4. Save and close to return to your Inbox, delete the original message.
The Quicker the Better
Need to charge your iPhone or iPad quickly? Simply go to "settings" and select "Airplane Mode" to charge your device twice as fast.
"Extending" your iPhone's capabilities
iPhone users ... need to call someone with an extension? Just dial the phone number, tap and hold the star (*) key. A comma will appear, tap it and then enter the extension number. This forces the phone to dial the main number and wait until the call is answered, and then dial the extension automatically!
Feeling "shaky" about your iPhone message?
Did you change your mind and need to quickly delete while typing a message on your iPhone? Instead of pressing delete to remove each individual character on the keyboard, shake your device once and choose Undo Typing. Everything will be deleted with one click.
2-for-1 Special on iPhones
- Want to quickly hide a banner notification? Simply swipe right to left to hide the notification.
- Need to charge quickly? Put your device in Airplane Mode to charge twice as fast.
How to Reset the Home Screen Layout on Your iPhone or iPad:
If you have too many apps cluttering up your screen, and organizing them seems daunting, reset to the default screen so you can start over. This process will NOT delete your apps, it will simply move the icons around.
- Go to SETTINGS, choose GENERAL, then scroll to the bottom and choose RESET.
- In that screen choose RESET HOME SCREEN LAYOUT. Do not use the other options!
- Now you can go to your home screen to see your default icons and all of your other apps will appear on the remaining screens. Have fun organizing them all over again!
Tech Tip: Customize Your E-mail Signature on iPhone & iPad
It’s easy to replace the default “Sent from my iPhone” signature to one of your own. Simply go to
Settings > Mail, Contacts, Calendars > scroll down to Signature. With the newest versions of the iOS operating system you can create a different signature for each e-mail account on your device.
iPad Keyboard Shortcuts for Lawyers
There are useful hidden characters on the iPad keyboard. To reveal them press and hold the displayed key:
- Use the comma key for an apostrophe
- The period key reveals a single quote mark
- On the numeric keyboard the quote mark hides smart quotes and other symbols
- Need the section symbol? Look for it under the ampersand on the numeric keyboard
- How about a bullet? Hold the hyphen on numeric keypad
- Curly quotes can be found under the quotes key on the main keyboard
- An ellipses is hidden under the period on the main keyboard
Ask Your Smartphone to Calculate a Date
iPhone users can ask Siri “What is 45 days from January 1". Siri will tell you that it’s “Saturday February 15th, 2014” and she might even mention it’s a holiday. Ask her “What is 5 days before February 19th” and she’ll tell you “It’s Friday February 14, 2014 (Valentines Day”. Don’t have an iPhone? Try it with any voice-enabled smart phone and see what happens!
Use Google to Define Words and Perform Calculations
Can’t believe “pignut” just lost you a Words with Friends game? Use Google to quickly look up definitions. Simply type in the word “define” followed by your term – “define pignut”. You can also type calculations directly into the search box – “5*9+(sqrt 10)^3=”. The answer is 76.6227766017 and a pignut is a hickory tree that bears nuts with thin husks.
Are you an Internet Explorer User? You should know about Compatibility Mode.
Occasionally you will encounter a perfectly good website that just isn’t 100% compatible with the version of IE on your computer (many court websites!). Images might not show up, menus might be out of place, and text boxes could be jumbled together. Find and click the “Compatibility” button in the address bar to resolve many issues. Sometimes a website you're visiting doesn't look like you expect it to. Images might not show up, menus might be out of place, and text boxes could be jumbled together. This can be caused by a compatibility problem between Internet Explorer and the site you're on. When a site is incompatible with Internet Explorer, you'll see the Compatibility View button in the Address bar. You can only turn on Compatibility View in Internet Explorer for the desktop.
To turn on Compatibility View
1. See if the Compatibility View button appears in the Address bar. (If you don't see the button, there's no need to turn on Compatibility View.)
2. Tap or click the Compatibility View button to display the site in Compatibility View.
Make sure you know how to create good passwords and that you have a password policy for your professional AND personal devices. Make sure that all your staff/colleagues/family members take password
One of the best articles on creating good passwords, “Keeping Your Passwords Strong and Secure” is from LawPro, from the Lawyers' Professional Indemnity Company in Ontario, CA.
Some tips include:
- Never tell anyone your password
- Never write your passwords and leave on your monitor
- Do not save passwords on your hard drive (OOPS)
- Use a password manager
- Do not use the same passwords for everything
- Change your passwords often
- Change compromised passwords IMMEDIATELY
- Do not use the “Remember Me” Feature
"Learn to Rule the Internet"
The Internet can be both frustrating and your best friend all at once, right? Did you know that there are numerous shortcut keys that can be used with any of Internet browser that will help you speed through your surfing like never before?
- Press Ctrl + B to open your internet bookmarks.
- Press Ctrl + F to open the find box to search for text within the page you are reading.
- Press the backspace key or hold down the Alt key + left arrow to go back a page.
- Press Alt + D to move the cursor into the address bar.
- Hold the Ctrl key and press the + or - to increase and decrease the size of text. Ctrl + 0 will reset the text.
- Press F11 to make the browser screen full screen. Press F11 again to return to the normal view.
- Press F5 to refresh or reload a web page.
Reliable Internet Access Options
Whether you simply need to access e-mail or your firm has embraced the cloud for practice management, reliable Web access is a must-have for most lawyers. Those who travel know that the promise of ubiquitous free Wi-Fi is not a reality. In fact, some hotels charge for each device connected to their Wi-Fi network. Unsecured public Wi-Fi can also be a security risk if you inadvertently select an evil twin network or your data is intercepted via a man-in-the-middle attack. Accessing the Web via a tethered iPhone/iPad or Android works, with some limitations. Tethering will often reduce the battery life of the device much faster than normal, so have a charger and outlet handy. Most carriers charge more for allowing you to tether, and you will watch your data limits (if you have them) much sooner. If you are tethering, make sure to build in a password so that your cloud cannot be intercepted.
Purchase a mobile hotspot, otherwise known as Mi-Fi. Mobile hotspots are usually smaller than a pack of playing cards and can support anywhere from five to 10 devices via a 4G LTE, 4G or 3G network, depending on location. There are many choices for devices and service through your existing mobile data carrier, another mobile data provider or prepaid options. Plans vary on data limits and cost anywhere from $25 to $45 per month. International plans are also readily available. These devices offer three to four hours of continuous use, and some devices now come with extra batteries. A mobile hotspot can be shared in a small law office if someone is traveling, or used for backup if the Internet is down. Source: Catherine Sanders Reach, Chicago Bar Association -ABA Law Practice Vol. 39, No. 2.