OFF115-Table of Contents & Table of Authorities Step-by- Step – MS Word 2007 July 29, 2009.
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Transcript of OFF115-Table of Contents & Table of Authorities Step-by- Step – MS Word 2007 July 29, 2009.
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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
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PresentersPresentersRachel R. Medina
LSNTAP
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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
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Volunteers NeededVolunteers NeededSet Up a StyleShare Preferences for Point
Headings FormatShare Preferences for Table of
Authorities CategoriesCreate and Mark a Citation
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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>
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Section 1: Table of Contents
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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
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References Ribbon | Table of Contents | Insert Table of Contents
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Index and Tables MenuIndex and Tables Menu
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Prepping for TOCPrepping for TOCTwo Main Options:
◦Styles◦Outlining Format
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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
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Styles How ToStyles How ToHome Ribbon>Styles MenuRight click on any style to
“Modify”
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Modify a StyleModify a StyleAttributes
you have control over:◦Font◦Paragraph◦Tabs◦Border◦Numbering◦….
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FONT
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PARAGRAPH
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NUMBERING
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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”
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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.
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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
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Let’s Set Up a Style!Let’s Set Up a Style!
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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
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Modifying Each TOC LevelModifying Each TOC Level
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MODIFY FONT, PARAGRAPH, NUMBERING
WHERE NECESSARY
Match TOC styles to
Heading styles
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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.
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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
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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
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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?
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Section 2: Table of Authorities
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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
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References Ribbon | Insert Table of Authorities
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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 }
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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.
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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
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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.
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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
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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
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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)
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Marking CitationsMarking CitationsSecond Occurrence of same long citation
example
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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
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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?
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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”
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THANK YOUTHANK YOUDon’t forget to complete our survey
Rachel R. [email protected] Training CoordinatorLSNTAP