What a HotDocs Developer Should Know About Microsoft Word Alan Soudakoff, Bart Earle, Marc Lauritsen Capstone Practice Systems December 9, 2009

Agenda Introduction (Marc) Introduction (Marc) Styles and auto numbering (Bart) Styles and auto numbering (Bart) Sections, headers, and footers (Alan) Sections, headers, and footers (Alan) Wrap up and questions Wrap up and questions

Using Word Showing paragraph marks and other symbols Showing paragraph marks and other symbols Format painter Format painter Readability Statistics function Readability Statistics function Document comparison (for authoring, to identify variations, for testing) Document comparison (for authoring, to identify variations, for testing)

To enable readability statistics: Click the Microsoft Office Button, and then click Word Options. Click Proofing. Make sure Check grammar with spelling is selected. Under When correcting grammar in Word, select the Show readability statistics check box.

Some Word/HotDocs issues How HD handles hard returns after instructions (IFs, ENDs, REPEATs) How HD handles hard returns after instructions (IFs, ENDs, REPEATs) HD variables don't work in text boxes HD variables don't work in text boxes Word comments may cause trouble in span of an IF statement Word comments may cause trouble in span of an IF statement

Resources Payne, Word for Law Firms Payne, Word for Law Firms HotDocs Help HotDocs Help Knowledge base at Knowledge base at

Problems & Solutions | Microsoft Word Issues (HotDocs.com knowledge base) HotDocs Chevrons Converted to Quotation Marks HotDocs Chevrons Converted to Quotation Marks HotDocs Chevrons Converted to Quotation Marks HotDocs Chevrons Converted to Quotation Marks Pressing F11 Key Does Not Move to Next Field Pressing F11 Key Does Not Move to Next Field Pressing F11 Key Does Not Move to Next Field Pressing F11 Key Does Not Move to Next Field Comments at End of Inserted DOT Template Cause Bad Formatting in Parent Template Comments at End of Inserted DOT Template Cause Bad Formatting in Parent Template Comments at End of Inserted DOT Template Cause Bad Formatting in Parent Template Comments at End of Inserted DOT Template Cause Bad Formatting in Parent Template Text is Skipped by Spell Checker Text is Skipped by Spell Checker Text is Skipped by Spell Checker Text is Skipped by Spell Checker HotDocs Cannot PLAY the Macro HotDocs Cannot PLAY the Macro HotDocs Cannot PLAY the Macro HotDocs Cannot PLAY the Macro Numbering Lost in Conditional Paragraph Numbering Lost in Conditional Paragraph Numbering Lost in Conditional Paragraph Numbering Lost in Conditional Paragraph One Style Superseding Another in Word Template or Document One Style Superseding Another in Word Template or Document One Style Superseding Another in Word Template or Document One Style Superseding Another in Word Template or Document 'Value out of Range' Error When Inserting Variable in Word Footer 'Value out of Range' Error When Inserting Variable in Word Footer 'Value out of Range' Error When Inserting Variable in Word Footer 'Value out of Range' Error When Inserting Variable in Word Footer Bookmarks Deleted When Editing Template Bookmarks Deleted When Editing Template Bookmarks Deleted When Editing Template Bookmarks Deleted When Editing Template Inserting Graphics in RTF Increases File Size Inserting Graphics in RTF Increases File Size Inserting Graphics in RTF Increases File Size Inserting Graphics in RTF Increases File Size AutoOpen and AutoExec Macros Disabled When Working with Word Templates AutoOpen and AutoExec Macros Disabled When Working with Word Templates AutoOpen and AutoExec Macros Disabled When Working with Word Templates AutoOpen and AutoExec Macros Disabled When Working with Word Templates HotDocs Menu Appearing in Word Documents When It Shouldn't HotDocs Menu Appearing in Word Documents When It Shouldn't HotDocs Menu Appearing in Word Documents When It Shouldn't HotDocs Menu Appearing in Word Documents When It Shouldn't Can't Preview a Template When Working with Word 2007 Can't Preview a Template When Working with Word 2007 Can't Preview a Template When Working with Word 2007 Can't Preview a Template When Working with Word 2007 Problems with Microsoft Word and Smart Tags Problems with Microsoft Word and Smart Tags Problems with Microsoft Word and Smart Tags Problems with Microsoft Word and Smart Tags Page Breaks are Deleted When Inserting Templates with Tables Page Breaks are Deleted When Inserting Templates with Tables Page Breaks are Deleted When Inserting Templates with Tables Page Breaks are Deleted When Inserting Templates with Tables Remove Unwanted HotDocs Outliner Icon from Toolbar Remove Unwanted HotDocs Outliner Icon from Toolbar Remove Unwanted HotDocs Outliner Icon from Toolbar Remove Unwanted HotDocs Outliner Icon from Toolbar Runtime Errors When Creating New Word 2007 Template Runtime Errors When Creating New Word 2007 Template Runtime Errors When Creating New Word 2007 Template Runtime Errors When Creating New Word 2007 Template HotDocs Button Doesn't Appear on the Word 2007 Ribbon HotDocs Button Doesn't Appear on the Word 2007 Ribbon HotDocs Button Doesn't Appear on the Word 2007 Ribbon HotDocs Button Doesn't Appear on the Word 2007 Ribbon 'HotDocs Cannot Play the Macro HD6EditTemplate.Main' Message Appearing 'HotDocs Cannot Play the Macro HD6EditTemplate.Main' Message Appearing 'HotDocs Cannot Play the Macro HD6EditTemplate.Main' Message Appearing 'HotDocs Cannot Play the Macro HD6EditTemplate.Main' Message Appearing Word Displays Expired Macros Error and Then Disables HotDocs Macros Word Displays Expired Macros Error and Then Disables HotDocs Macros Word Displays Expired Macros Error and Then Disables HotDocs Macros Word Displays Expired Macros Error and Then Disables HotDocs Macros Word Toolbars Disappear from HotDocs DOT Templates Word Toolbars Disappear from HotDocs DOT Templates Word Toolbars Disappear from HotDocs DOT Templates Word Toolbars Disappear from HotDocs DOT Templates

Styles & Auto Numbering Styles allow you to efficiently apply consistent formatting throughout a document Styles allow you to efficiently apply consistent formatting throughout a document Auto numbering provides the best method of generating a document with consecutively numbered paragraphs (even where logic makes some conditional) Auto numbering provides the best method of generating a document with consecutively numbered paragraphs (even where logic makes some conditional)

Styles Include paragraph, character, table and list Include paragraph, character, table and list Word includes many built-in styles Word includes many built-in styles Tools for using are accessed via Styles panel on Home tab in Word 2007 Tools for using are accessed via Styles panel on Home tab in Word 2007

Word vs. HotDocs Numbering HotDocs: cumbersome to use if complex logic and/or outline numbering involved, makes editing of assembled documents difficult. HotDocs: cumbersome to use if complex logic and/or outline numbering involved, makes editing of assembled documents difficult. Word: No need to adjust HotDocs logic and facilitates easy editing of assembled documents. Word: No need to adjust HotDocs logic and facilitates easy editing of assembled documents.

Auto Numbering Basics Numbered list: Single level list that does not allow for list styles. Useful for quick and dirty numbering tasks. Numbered list: Single level list that does not allow for list styles. Useful for quick and dirty numbering tasks. Multilevel numbering: Outline numbering for which you can create a list style (which can then be edited). Multilevel numbering: Outline numbering for which you can create a list style (which can then be edited).

Using Styles and Outline Numbering Start by creating an outline numbered list style. Start by creating an outline numbered list style. Configure all levels of outline numbering Configure all levels of outline numbering Apply numbered list style to a paragraph and create new paragraph style OR Create paragraph style, link it to numbered list style Apply numbered list style to a paragraph and create new paragraph style OR Create paragraph style, link it to numbered list style Apply paragraph style where needed Apply paragraph style where needed

Styles/Numbering Dos and Donts Dont use built-in Word styles Dont use built-in Word styles Dont base a new style on Normal Dont base a new style on Normal Dont use automatic update for styles Dont use automatic update for styles Use outline (multilevel) numbering Use outline (multilevel) numbering Do allow outline numbering to control indents Do allow outline numbering to control indents Make sure styles in inserted templates match main template Make sure styles in inserted templates match main template

Footers/Headers in Inserted Templates: The Problem When producing a package of Word documents using HotDocs INSERTS, sometimes you want: When producing a package of Word documents using HotDocs INSERTS, sometimes you want: –different header/footer for each document –re-pagination starting with page 1 –different margins Without following the steps here, HotDocs and Word puts the parent templates footers in all docs Without following the steps here, HotDocs and Word puts the parent templates footers in all docs

Footers/Headers in Inserted Templates: The Solution, Step 1 Place a next-page section break in parent template before INSERT Place a next-page section break in parent template before INSERT

Footers/Headers in Inserted Templates: The Solution, Step 2 INSERT child template, using HD INSERT INSERT child template, using HD INSERT At the INSERT Field dialog box select Keep header/footer of inserted template At the INSERT Field dialog box select Keep header/footer of inserted template

Footers/Headers in Inserted Templates: The Solution, Step 3 To re-start page numbering, go to the Parent template and Format Page Numbers To re-start page numbering, go to the Parent template and Format Page Numbers

Footers/Headers in Inserted Templates: The Parent Template This is what the parent template should look like: This is what the parent template should look like:

Footers/Headers in Inserted Templates: The Assembled Inserted Document This is what the inserted assembled document should look like: This is what the inserted assembled document should look like:

Footers/Headers: Other Issues Same as Previous Same as Previous Variables in headers and footers are processed first with respect to a default interview Variables in headers and footers are processed first with respect to a default interview

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