off115-table of contents & table of authorities step-by- step – ms word 2007 july 29, 2009

OFF115-Table of Contents OFF115-Table of Contents & Table of Authorities & Table of Authorities Step-by-Step – MS Word Step-by-Step – MS Word 20072007July 29, 2009

PresentersPresentersRachel R. Medina

LSNTAP

Objectives for TodayObjectives for TodayUnderstand the Benefit of Styles

in Tables of Contents

Learn How to Customize Tables of Authorities

Reduce Anxiety by Providing a Step-by-Step Review of each Process

Volunteers NeededVolunteers NeededSet Up a StyleShare Preferences for Point

Headings FormatShare Preferences for Table of

Authorities CategoriesCreate and Mark a Citation

Preface to TOC & TOAPreface to TOC & TOADo yourself a favor and get rid of

automatic numbering, bullets, etc…Office Button Menu>Word

Options>Proofing >AutoCorrect Options>

Section 1: Table of Contents

Table of ContentsTable of ContentsThe act of inserting a TOC is easy if…you’ve properly formatted your

document.

How? Reference Ribbon>Table of Contents>Insert Table of Contents>OK

When you want to update, Right Click and Update

References Ribbon | Table of Contents | Insert Table of Contents

Index and Tables MenuIndex and Tables Menu

Prepping for TOCPrepping for TOCTwo Main Options:

◦Styles◦Outlining Format

StylesStyles

Specially crafted packages of formatting that apply many attributes at once. Instead of applying each thing individually, you apply the style once and you're done.

A precursor to Table of Contents

Styles How ToStyles How ToHome Ribbon>Styles MenuRight click on any style to

“Modify”

Modify a StyleModify a StyleAttributes

you have control over:◦Font◦Paragraph◦Tabs◦Border◦Numbering◦….

FONT

PARAGRAPH

NUMBERING

Styles for paragraphs Styles for paragraphs that follows each that follows each heading type….heading type….

Set a “New Style” for each type of paragraph THEN, in each Heading

Style select the appropriate “Style for following paragraph”

Styles in ActionStyles in ActionYou can assign a style for

◦Headings and SubheadingsFor you: TOC – A Table of

Contents is created by automatically taking everything named as Heading 1, 2, and 3 and putting it in order.

Before we set up a style….Before we set up a style….

…..let’s decide on what …..let’s decide on what elements we want for each elements we want for each headingheading

Main headings:◦Opinions Below, Jurisdiction,

Statement of the Case, Summary of the Argument, Argument

First Level Point HeadingsSecond Level Point Headings

Let’s Set Up a Style!Let’s Set Up a Style!

Formatting a TOCFormatting a TOC

FIRST: Insert the TOCSECOND: Right Click anywhere on the TOC to reveal the Field MenuTHIRD: Select TOC from Field Names MenuFOURTH: Select Table of Contents Button

Modifying Each TOC LevelModifying Each TOC Level

MODIFY FONT, PARAGRAPH, NUMBERING

WHERE NECESSARY

Match TOC styles to

Heading styles

Things you don’t want in Things you don’t want in your Table of Contents….your Table of Contents….If a Heading style was centered,

you should change the corresponding TOC style to left

If a Heading style included outline numbering, the corresponding TOC style should remove the numbering.

Styles: What You Need to Styles: What You Need to KnowKnowThey existIf you take the time to create

them, you can easily assign headers and complex formatting to your document with one click

You can check existing documents to see what Styles you are importing

Clear Formatting to start over

A Strong Document..A Strong Document..

Appropriate use of StylesAppropriate use of numberingConsistent headings and fontsPagination relevant to each sectionNo hanging headers at bottom of

pages

TEST YOUR KNOWLEDGETEST YOUR KNOWLEDGEHow do you select a heading

style to modify its format?What format features (at a

minimum) should you modify for each heading style?

Section 2: Table of Authorities

Table of AuthoritiesTable of AuthoritiesThe act of inserting a TOA is easy

if… you’ve properly categorized and marked your citations throughout your pleading.

How? Reference Ribbon> Insert Table of Authorities

When you want to update, Right Click and Update

References Ribbon | Insert Table of Authorities

Table of AuthoritiesTable of AuthoritiesHOW? A TOA draws from all of the

“marked” citations in a document. A “marked” citation will be tagged with special information (which can be modified).

A tag for a citation may look something like this: U.S. v. DiPrima, 472 F.2d 550, 551 (1st Cir. 1973) { TA \l “U.S. v. DiPrima, 472 F.2d 550 (1st Cir. 1973)” \s “472 F2d. at” \c9 }

Huhh????Huhh????What does this mean?

U.S. v. DiPrima, 472 F.2d 550, 551 (1st Cir. 1973) { TA \l “U.S. v. DiPrima, 472 F.2d 550 (1st Cir. 1973)” \s “472 F2d. at” \c9 }◦ The full or long citation follows the code “ \l ”

Purpose: Identifies how the citation should look in the TOA

◦ The short citation follows the code “ \s ” Purpose: Helps Word Mark All remaining citations for the

case.

◦ The last code – “ \c ” is the category number. Purpose: Organizes your Table of Authorities into

Categories.

Setting Up CategoriesSetting Up CategoriesMost trial and appellate briefs are

likely to have at least two different categories of authorities◦Here are some sample categories you

could set up before you begin to mark your citations: Supreme Court of the United States Other Federal Authority State Court Decisions Statutory Provisions United States Constitution

Setting Up CategoriesSetting Up CategoriesReferences Ribbon>

Mark Citation Button> Category, OR Alt+Shift+I>Category

The first seven categories are pre-defined. Scroll down until you find an unused option (8, 9, 10, etc.) Replace the # with your own custom category.

Marking CitationsMarking CitationsFor Most Citations

◦ Highlight the first citation

◦ References Ribbon>Mark Citation OR Alt+Shift+I

◦ Correct your long cite to remove pinpoint cite

◦ Correct short citations, so that you can "mark all“ – e.g., “994 F.2d at”

◦ Select Mark All

Finding the Next CitationFinding the Next CitationSelect “Next

Citation” and Repeat the Process:◦ Select Next Citation◦ Highlight the entry◦ Alt+Shift+I◦ Correct your long cite

to remove pinpoint cite

◦ Correct short citations, so that you can "mark all“ – e.g., “994 F.2d at”

◦ Select Mark All

Marking CitationsMarking CitationsSecond Occurrence of same long

citation:◦ Best practice for briefs is to repeat a long

citation if a short citation would be confusing to the reader – e.g., new page, new subheading, etc.

◦ Treat as a new citation (with a couple twists) Select Next Citation Highlight the entry Alt+Shift+I BUT – instead of correcting the long and short

citation, simply pick the case from the Short Citation List.

AND – Select Mark (NOT Mark All)

Marking CitationsMarking CitationsSecond Occurrence of same long citation

example

Marking CitationsMarking CitationsDeadling with "Id.___” and “In re”

◦ GREAT NEWS!! MS Word 2007 will find “Id.” and “In re” by using the next citation button

◦ In the case of “Id.”, simply select from the short citation drop down box to find the related case.

◦ Treat “In re” like you would any new case

◦ Select Mark

TEST YOUR KNOWLEDGETEST YOUR KNOWLEDGEWhat is the short-cut for marking

citations?What is the purpose of the Short

Citation function in Word? And how do I create one?

To Update a TOC or TOA… To Update a TOC or TOA… Simply insert a new TOC or TOA

over the old one OR right-click anywhere on the TOC or TOA and select “update field”

Then “update page numbers only” or “update entire table”

THANK YOUTHANK YOUDon’t forget to complete our survey

Rachel R. Medinarachel@lsntap.org Training CoordinatorLSNTAP