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Microsoft or Windows
Weekly Feature - March 24, iPad tips:
"Caps lock, apostrophes and home screens -- oh my!"
** Caps lock by just double-tapping the Shift button. Tap it again to release. (You may need to first “Enable Caps Lock” in Settings > General > Keyboard)
** Don’t bother with apostrophes when writing contractions -- the iPad will automatically insert them for you!
** Want to return to the Home screen from an open app quickly? Spread all five fingers out on the screen and slide them to the center.
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Previous Florida Bar Tech Tips:
Microsoft or Windows:
"Clean Up Your Excel Workspace"
Do you want to keep your Excel workspace clean and efficient? Why does opening a new Excel spreadsheet automatically open three sheets, when you only need one?
The fix is simple.
Change Excel's default settings by going to the File menu > General > "When creating new workbooks." You can specify the default font and size, whether to open in normal or print-layout view, and the number of sheets to create.
Microsoft Office 365
** Save to SkyDrive
Office 2013 uses your SkyDrive account. You can save files to the cloud, access them from anywhere and sync them across computers.
** Stream Office 365 anywhere
Use your Microsoft ID to stream copies of your Office apps to other PCs that run Windows 7 or Windows 8. Log into the Office website to use Office on Demand.
** Change Office's look and themes
Access the Account page from the File tab in any app to reveal a selection of options for changing the background and theme of the suite.
** Remove the Start screen
By default, Office 2013 apps show a dynamic Start screen. To see a blank new document instead, select File and Options, uncheck the Start screen option on the General tab.
** Add apps
Check out the Office website (office.microsoft.com) to find apps you can run on top of Word, Excel and Outlook.
** Zoom with your fingers
Use two fingers to zoom in or out of any document on your tablet or smartphone.
'Protecting what's yours'
Microsoft Office 2010's new safety feature is Protected View, which allows the user view a document but prevents it from launching macros -- thereby preventing it from injecting malware into your system. By default, files downloaded from the Internet open in Protected View and attachments opened in Outlook. You can turn off Protected View for any of these options by using File, Options, Trust Center, and then scrolling down and selecting to Protected View.
Time and Date Shortcuts in Excel
Here are a few of quick shortcuts for time and date applications in Excel.
1. CTRL + SHIFT + # -- Applies the date format with the day, month, and year
2. CTRL + SHIFT + @ -- Applies the time format with hour and minute and AM or PM
3. CTRL + SHIFT + ; -- Enters the current time
4. CTRL + ; -- Enters the current date
How to Select Worksheets in Microsoft Excel
Selecting an entire worksheet is useful when you want to make full-scale changes. For instance, you might want to change the size of the font in every cell in the worksheet. You can select the entire worksheet using the Select All button -- it’s the box above the 1 row and left of the A column.
"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."
"Now that you have found your Fastcase case, what can you do with it?"
Here's four choices: e-mail the case, add it to your library, add it to your print queue or deal with it (i.e. print or save) right away. The links for these four tasks will be on your screen, above the case.
- E-MAIL: Click here to e-mail the case to other Fastcase subscribers, starting with yourself! Use commas to separate e-mail addresses, if you need to send it to more than one colleague.
- ADD TO MY FAVORITES: This will put a case into your personal document library. Once you get it there, you can leave it in the general document cache, add it to an existing folder or put it into a folder you can create and name on the spot.
- ADD TO MY PRINT QUEUE: The print queue is a batch printing facility under the PRINT button on your command bar. We'll say more about it in our discussion (a couple articles down the road) on statute searching. For now, we can say that the print queue gives users the ability to print or save as a grouping several cases or statute sections. You will be able to print or save them as individual documents in a zip file or as a single continuous document, with each new case or statute section beginning on a new page.
- PRINT/SAVE: You also have the ability to deal with a case at once by printing or saving it immediately, as either a Microsoft Word document or a .pdf document. You will have here a chance to make choices, e.g. to highlight or not highlight search terms or to present the case in a single-column format or a double-column format.
"How to use 'Quick CaseLaw Search'"
The Quick CaseLaw Search screen is a great place to find a case and all related material. Simply type the case name into the Quick Caselaw Search box, i.e. Gideon v. Wainwright, Miranda v. Arizona, Younger v. Harris.
Click SEARCH and your result list will give you Gideon and all the cases that cite to it, though the case itself will always come up first. They are live links, so simply click on the case name to open the case, where you will find the standard presentation: citation, parties, attorneys, judges, text, and footnotes.
If you need to incorporate a sentence or paragraph into a brief or letter, simply block and copy the desired text and tell the dialogue box if you want to past the text or paste the text with the Bluebook citation.
Master the Basic Features of Fastcase
New to Fastcase? Or just need a refresher on basic features? Download one of our training guides. There’s a one-pager for quick reference, as well as a more comprehensive multi-page version.
Download the guides here: http://bit.ly/qgAcIX
Or, you can find both in the Help & Training section at www.fastcase.com
Search For Statutes Across Multiple Jurisdictions
Fastcase offers a variety of searchable databases to help you find cases and statutes quickly and easily. One of Fastcase’s features is the ability to search statutes across multiple jurisdictions, allowing you to survey a topic across our statutory collection.
Example: If you are looking for statutes on the equitable distribution of property, you could follow these steps:
1. Select Search Statutes from the Search menu on the homepage.
2. In the search bar, enter the following: “equitable distribution” & property.
3. Click the Select All button under the list of current statutes.
4. Select Search.
5. You will then see a list of all the statutes that reference the phrase “equitable distribution” and property. The results will be listed by relevance (the sections containing the most detailed discussion of your keywords will be listed first).
6. You may now click on the title of a section to view it individually.
You may then print your desired results, add them to your print queue, save them to your library, or email them to your to you colleagues.
Connect Fastcase from Desktop to Mobile
Connect your Fastcase iPhone, iPad, or Android accounts with your member benefit desktop account, bringing together your favorites and usage history. Plus, when you save cases on the go, you can access them through your desktop where it’s easy to print, find expanded search information, and access support from Fastcase reference attorneys and technical professionals.
Instructions are available at http://www.fastcase.com/mobile-sync/
Have Fastcase At Your Fingertips -- Everywhere
Take smarter legal research on the go with the Fastcase app for iPhone, iPad, and Android! Search caselaw and statutes using our smart search technology.
You’ll also be able to use many features you’re familiar with from our Web-based legal research application, such as seeing the most relevant results at the top of the list, customizing and re-sorting search results, and the integrated citation analysis tools.
Fastcase: Utilize the Asterisk!
You may already know that the asterisk (*) acts as a multi-letter wildcard operator in Fastcase, meaning it will look for multiple substitute letters. You can use it to expand a root “word” such as “testa.” If you search for testa*, your results may include words like testamentary, testator, testable.
If you need just need to substitute one letter, use the question mark (?) as a single-letter wildcard operator.
Not sure whether the game Pokémon is spelled with an O or an A? Try Pokem?n. You may be surprised at the variations that come up!
Fastcase: Print Groups of Statutes With Less Hassle
You asked for an easier way to print a group of statutes and Fastcase heard you! To print several statutes at once (“batch print”), follow the steps below:
** From the Outline View, click on the main group of statutes you want to print. You can get to the outline view one of two ways, either by browsing through the statutes or by going to a statute and then selecting the “Outline View” tab in the left frame.
** Click on the title that you want to print (not the plus sign that expands the title) to bring up any smaller divisions of a specific title or chapter on the right hand side.
** On the right-hand part of the screen you’ll see the smaller divisions as blue hyperlinks, and to the immediate left of the hyperlinks is a printer with a plus sign icon.
** To add any of the sections to your print queue, just click the printer with a plus sign icon. When the section has been added, the plus sign on the icon will turn into a minus sign.
** To print the statutes, go back to the black menu bar and select Print, then View Print Queue. All of the individual statutes from the section you added will be in your queue.
** After you’ve made your formatting selections, click the Print/Save button. The statutes listed in your print queue will begin downloading as a single document on your computer. Open the file using the appropriate program (e.g., MS Word, Adobe Acrobat, WordPerfect) and then print all of the statutes with one click of a button by selecting Print from the File menu.
You can see an example of this process with step-by-step illustrations at: http://www.fastcase.com/speed-up-your-statutes-research
Fastcase: Case annotations
So you’ve found a useful statute on Fastcase…now what? How do you find a case that interprets that statute?
Easy – case annotations!
Take a peek below the statute text the next time you’re pulling up a statute. You’ll be able to spot Fastcase Annotations because Fastcase listed cases that mention your statute, along with links to the cases, a batch printing option, and of course, citation analysis information that tells you how many cases have cited to that particular statute.
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.
Converting PDFs to Word documents in Microsoft Word 2013
Did you know Microsoft Word 2013 (the latest version) will auto-convert PDF files into Word?
Click File, then Open and select PDF file. Word will open the content in a new file. You are able to copy the content you want — including images and diagrams.
If you have an older version of Microsoft Word, you will need to use a program like Adobe Acrobat or Nuance PDF Converter to convert the PDF to Word.
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
Set it, and forget it in Outlook
Outlook users, do you have hundreds of deleted messages sitting in your Deleted Items folder? Click on the File menu, then Options, then Advanced, and find the Outlook Start and Exit section.
Add a checkbox next to Empty Deleted Items folder when exiting Outlook, and every time you close Outlook, your Deleted Items folder will automatically be emptied.
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.
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.
"Trio of iPad tips"
- Need a full stop? Double-tap the spacebar to get a period followed by a space.
- Enable Safari's AutoFill feature for filling out forms on websites. Settings > Safari > AutoFill
- Change your e-mail signature. Always include your email and phone number. Settings > Mail > Contacts > Calendars > Signature
"More iPad Tips!"
This go 'round, learn how to ...
** How to take a screenshot
** How to tap-select a single word or entire paragraph
** View a list of suspended apps
SCREENSHOT: Take a screenshot by pushing the Power and Home buttons at once for half a second. You’ll find the image in your photo library.
TAP-SELECT CONTENT: Double tap a word to select it. Four fast taps on the same word to select a whole paragraph.
VIEW APPS: Press the Home button twice to bring up a list of currently running or suspended apps (this is the “apps bar”). Swipe the apps bar all the way to the left to access playback controls, the iTunes app, volume controls and to activate an Apple TV connection
"Change Your Default Signature On Your iPhone/iPad"
The annoying default email signature on an Apple device says ― "Sent from my iPad/iPhone."
But what if you don't WANT people to know where you sent an email from -- or what if you think the tag is completely useless to include to begin with?
To remove the default signature and add your own, go into Settings and tap on Mail --> Contacts ---> Calendars. Find Signature in the fourth section down, then enter your own customized signature.
Using "Reachability" for the iPhone 6 and 6 Plus
As you may have noticed, the new iPhones are massive. It’s difficult to reach the top of the iPhone 6 Plus display with one hand. When you need to tap something near the top of the display, double-touch the home button. This will shift the entire screen downward allowing you to reach whatever you need.On the iPhone, a double tap on the home button will open the app switcher interface. To use Reachability, you want to double-touch the home button without actually depressing it.
Summoning Siri can be done with your voice when your phone is charging by turning on the “Hey, Siri” function.
To enable this feature, look in Siri’s settings. Voice activated Siri is a large drain on the battery which is why it will only work when the phone is charging. This is a great way to remain hands-free while driving!
"Message like a Madman (or woman) on your iPhone 6"
Here's several tips for when you're using the SMS or MMS messaging functions on your iPhone 6.
** Select “Details” at the top of a SMS or MMS to access the contact info for the person you’re texting with and the photos/videos you’ve sent each other.
** “Messages” also archives ALL the images you’ve shared. If location sharing is enabled, you can see where chats are sent from.
** You have the ability to mute a conversation. The mute switch is particularly useful when you’re in a group chat.
** You also can remove yourself from any chat. On the Details screen, select “Leave this conversation”.
"Saving. That. Battery." (Tips for Apple iPhone 6)
Want to see which apps are draining your battery? Go into Settings > General > Usage. Your apps will be ranked in descending order. The default view shows the worst offenders over the last 24 hours and gives you an opportunity to close them. And also move the slider at the top to see your usage over the last week.
Use Magic Fingers to Switch Between Apps
Apple lets you utilize your iPad's larger screen by allowing you to switch between apps quickly using four or five fingers and dragging them sideways. You can also close out apps this way by pinching all of your fingers together.
To enable the feature, go to Settings, turn on Multitasking Gestures.
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
Do you know about your Mac’s Preview's power features? Have you ever used Image Capture? Don’t clog up your system with apps and drivers for digital cameras and scanners. Try Image Capture - it's in the Utilities folder. With this you can control most modern scanners (or the scanners in multifunction printers) both wired and wirelessly, and import from digital cameras, including iOS devices.
Pull up the panel at the bottom-left for extra options. You can set preferences to tell your Mac which app should launch when you connect each of your devices.
Take a screenshot on a Mac
For Macintosh users, capturing a screen shot is easy.
To capture a shot of your entire screen, press Command (⌘)-Shift-3.
Or to capture just some of your screen, press Command (⌘)-Shift-4, and then drag the crosshair pointer to select the area. (Hold Shift, Option, or the Space bar while you drag to resize the selection area. To cancel, press Escape (esc) before you release the mouse button).
The screenshots are saved as PNG files on your desktop. They're automatically named "Screen shot (date and time).png".
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Dictate Using Your Device"
Typing on a touchscreen is a lot harder than using a keyboard, so dictate your texts and emails instead. To dictate on an Apple device or any Android, go to the keyboard and look for the microphone icon that's usually on the bottom-left corner. Click it, and start speaking. You might have to go in afterwards and clean up some things--adding capitals to words and cleaning punctuation.
To make it easier, speak clearly, and announce your punctuation.
"Hello John, COMMA, thanks for sending the reports PERIOD, NEW PARAGRAPH. Have a great day, John."
Samsung Galaxy S5: "One-Hand Mode" & "Hands-Free Answering"
The Samsung Galaxy S5 is a large smartphone boasting a 5.1-inch 1080P HD display. Thankfully Samsung created "One-Hand Mode" to make the screen smaller for easier use when you only have one hand free. Go to Settings -> One-handed operation -> On. You can move the usable part of the screen around to make it smaller for easier use.
For "Hands-Free Answering," the Galaxy S5 sensors know when you pick the phone up and place it next to your ear. It can automatically answer a call if your hands are full or you are busy. Go to Settings -> Motions and gestures -> Direct call -> On.
"What Do All These S5 Buttons Do?"
The Samsung Galaxy S5 is loaded with features that you may not even realize are there. Here are just a few tips on how to better navigate the S5:
** Home Button Once – Home
** Home Button Hold – Google Now
** Home Button Double Tap – S Voice
** Back Button Once – Go back
** Back Button Hold – Turn on Multi-Window Mode
** Multitasking Button Once – Open multitasking menu
** Multitasking Button Hold – Acts as a settings button.
"Have an 'Air' About Yourself"
The Samsung Galaxy S5 uses a small sensor to detect when your finger is hovering over the screen.
When a feature called "Air Gesture" is turned on, you can see more details about a calendar entry, see a bigger preview of a photo or even a contact while dialing all by holding your finger over the application.
To enable it, go to Settings -> Air View -> On. This will turn the feature on and show you where you can use it.
"Saving. That. Battery." (Tips for Apple iPhone 6 and Samsung Galaxy S5)
Samsung Galaxy S5:
The Ultra Power Saving mode on the Galaxy S5 will turn the screen black and white and limit app access while still letting you make calls, send texts, use the internet and other features. This is designed to help you make even a 5% of the battery last all night when you can’t get to a charger. With 30% battery life the phone can last almost 5 days in standby. Go to Settings -> Ultra Power Saving -> On and the system will switch over in a few seconds.
Want to see which apps are draining your battery? Go into Settings > General > Usage. Your apps will be ranked in descending order. The default view shows the worst offenders over the last 24 hours and gives you an opportunity to close them. And also move the slider at the top to see your usage over the last week.
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!
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
"Tweet! Tweet! Tweet!"
Are you new to the world of Twitter? Here are a few things you need to know:
** Tweet = 140 character update
** Retweet (RT) = sharing another’s tweet
** Hashtag (#) = makes a word easily searchable
** Mention (@) = notifies user you were talking about them
** Direct message (DM) = allows you to privately communicate with other users
** Keep tweets short (limited to one at a time)
** Use DMs (direct messages) sparingly
** Twitter has a built-in URL shortener so you don’t need to use an outside service to shorten URLS
** Avoid going over tweet and follow limits: tweet limits are 100 tweets per hour or 1000 tweets per day, while follow limits depend on the size of your account
And most importantly, once you're signed up, don’t forget to follow The Florida Bar: @theflabar or www.twitter.com/theflabar
How to "fly under the radar" in Google Chrome
"Incognito" mode on your Google+ browser is for private browsing. Chrome will not record your browsing history, cookies, or download history. Everything is deleted when you close the browser.
You can go incognito one of three ways:
** Pressing Ctrl + Shift + N
** Choose "Settings" --> "New incognito Window"
** Right mouse-click on a link from a regular Chrome session, and select “open link in incognito window”
"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.
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.
Working with .PDFs in Adobe can often be challenging, confusing and time-consuming -- but this thorough list of tips should help alleviate all three of those issues. Check out these .PDF keyboard shortcuts and scan the list until you find the one -- or multiple tips -- which could help you work faster every time you open a .PDF.