July 28, 2014

Barron Henley: Microsoft Word’s AutoCorrect Feature

Word’s AutoCorrect feature automatically corrects commonly misspelled words on the fly and with no intervention on your part.

To Create an AutoCorrect Entry

Even though Word includes hundreds of commonly misspelled words in AutoCorrect, you might want to add a few of your own.  To do this, follow these steps:

1.  In Word 2007, click Office Button → Word Options → Proofing → AutoCorrect Options button.  In Word 2010, click the File Menu → Options button → Proofing → AutoCorrect Options button.  The following dialog will appear.

2.  In the Replace box, type the word as you commonly misspell it.  In the With box, type the correct spelling of the word.

3.  Click Add and then hit OK.

4.  Test it by typing the keys, followed by a space.  The keystrokes should be replaced by the AutoCorrect text.

Legal Tip – Use AutoCorrect Proactively

Passively, AutoCorrect is very useful, but we recommend using it proactively.  In other words, try creating AutoCorrect entries which automatically insert words or phrases which you frequently type and/or which are annoying to type.  However, remember to use non-word acronyms for the “replace” word.  An easy way to handle this is to add “/” in front of your “replace” words.  For example, I created an AutoCorrect entry that replaces “/aff” with “Affinity Consulting Group, LLC.”  Using this technique has the potential to significantly increase your typing speed.

AutoCorrect Smart Tags

The AutoCorrect Options button first appears as a small, blue box when you rest the mouse pointer near text that was automatically corrected, and changes to a button icon when you point to it.  For example, assume that I use an AutoCorrect entry of “/irc” which converts into “Internal Revenue Code of 1986, as amended”.  The thin rectangle under the word “Internal,” below, is the AutoCorrect Options button.

If you hover over the rectangle above, it changes into a button and presents you with the following options:

As you can see, the option to undo the auto-correction is included.

Adding AutoCorrect Entries while Spell Checking

During a spell check, if you encounter a word that you often misspell, you can simultaneously correct it and create an AutoCorrect entry for the misspelled word by clicking the AutoCorrect button, which appears at the bottom right hand corner of the Spelling and Grammar dialog.

Barron K. Henley is an attorney, legal technologist, and founding member and president of Affinity Consulting Group LLC, Columbus, Ohio, which has provided legal technology consulting to more than 500 law firms nationwide. He is a member of the ABA Law Practice Management Section and the Technology Committee, (General Practice, Solo and Small Firm Section) as well as a member and former chair of the Ohio State Bar Association Law Office Automation and Technology Committee. Mr. Henley is a frequent continuing legal education speaker on legal-specific technology issues for state and local bar associations and CLE providers.

Join Mr. Henley at CBA-CLE from January 18-19, 2012. He will be presenting 4 half-day programs – come for one or come for all!

1. Adobe Acrobat for Law Firms

Click here for registration information. Call (303) 860-0608 for homestudy information.

PDF files are everywhere and have become the format of choice when trading documents with other lawyers and clients, including e-filing requirements in Colorado state courts. We will teach you legal-specific features of Acrobat that will not only improve office efficiency, but protect your work product and clients’ information. Topics to be covered include:
  • Automatic Bates Numbering & Redaction
  • OCRing PDFs (making them text-searchable)
  • Electronic Document Security & Metadata Removal
  • Splitting Pages, Combining Pages, Removing Pages, and Reducing File Sizes
  • Review, Commenting, and PDF Collaboration
  • Adding Signatures and Stamps
  • The Snapshot Tool
  • Archiving Your Email
  • PDF Creation & Scanning Tips
  • How to Create Trial Notebooks, Document Binders, and Deal Books

2. I’m Buried in Paper – What Can I Do? Paper Reduction Strategies for Law Offices

Click here for registration information. Call (303) 860-0608 for homestudy information.

Technology has fundamentally changed the way lawyers draft documents, gather and manage case information, conduct research, communicate, and render services. In spite of these changes, many of us still manage paper today the same way it was done 50 years ago. It’s time to upgrade that approach. This seminar covers everything you need to create your own digital filing system, get your paper under control, and take full advantage of Adobe Acrobat and PDFs. Going digital means collecting all documents you’ve created and received, plus all related faxes, email messages, and attachments in one electronic system, organized by client and matter. It sounds complicated and expensive, but you’ll see that the tools you need are off-the-shelf, easy to use, and inexpensive. We’ll explain and demonstrate how scanners can be used in the law office to reduce paper, lower operating costs, and significantly improve efficiency. We will also discuss document organization and storage techniques that will allow you to locate any document (sent or received) in seconds.

3. Legal Drafting with Microsoft Word 2007/2010 – The Basics

Click here for registration information. Call (303) 860-0608 for homestudy information.

If you’re tired of wrestling with Word’s formatting every time you have to draft something more complex than a letter, this is your course. Word courses designed for the general public just don’t address the issues legal professionals face when drafting legal instruments. By contrast, this course is designed by legal professionals, for legal professionals. We’ll cover legal drafting issues such as automatic paragraph numbering, complex page numbering schemes, tables of contents, footnotes, and paragraph number cross-referencing. Not only will you learn how to control Word’s complex formatting attributes, but as part of this course you will also receive sample Word templates for pleadings, contracts/agreements, trusts and leases–all with the complex formatting built in and ready to go. This class assumes basic familiarity with Word and focuses exclusively on issues inherent to legal drafting. Topics include:
  • Explanation of the interfaces, ribbons, galleries, contextual tabs, the quick-access bar, and other new conventions.
  • How to fix the program default settings, most of which are inappropriate for legal documents and actually make the program more difficult to use.
  • Fundamentals of Word including advanced navigation and editing tips and tricks.
  • How to copy text from one document to another without formatting nightmares.
  • Create legal clause libraries with Word’s Quick Parts feature.
  • Understand once and for all how Word handles formatting. Learn how Word works and you’ll start controlling Word rather than the other way around.
  • Paragraph formatting including tabs, indents, auto paragraph spacing, keeping paragraphs connected and the right way to build signature lines and acknowledgments.
  • Get page numbering to work for you, even in complex, multi-section documents (like an appellate brief).
  • Controlling headers and footers in legal documents.

4. Microsoft Word 2007/2010 – Advanced Techniques

Click here for registration information. Call (303) 860-0608 for homestudy information.

If you want to master Word, there are certain concepts and features you must understand. This seminar will teach you what is going on behind the curtain so you’ll know exactly how to attack drafting issues and fix or avoid the formatting problems plaguing you now. We’ll cover styles (which grant you full control of formatting), macros (which allow you to automate repetitive tasks), and templates (which are the starting point for the legal documents you draft). Understand these topics and take your word processing to the next level of efficiency. Drafting complex documents in Word shouldn’t feel like punishment. Don’t get mad, get even — and learn to control Word. Topics include:
  • What styles are and why they’re the most important feature in word processing.
  • How to use styles to fix common problems, including: eliminating random font changes while editing, fixing formatting glitches when copying text from one document to another, adding automatic paragraph numbering to a document which has been manually numbered, cleaning up documents that were converted from WordPerfect, and fixing documents someone else sent you.
  • Using styles to quickly fix even the biggest formatting mess.
  • Using templates to streamline your document generation and creating model documents with fill-in fields.
  • Using templates to store and share styles, content, macros, auto text entries and toolbar modifications.
  • How to create “public” templates and share them with others on your network.
  • What macros are and when to use them.
  • Differences between AutoText, AutoCorrect, Quick Parts (new to Word 2007), and Macros.

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