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Tips for using MS Office Suite

Changing the case of text in MS Word

Here’s a time-saving technology tip for those of us who create documents in MS Word. To quickly change text from lower to upper case (or vice versa), or to title case, where each word is capitalized, simply highlight the text and press Shift+F3.

This keyboard shortcut will change the highlighted text to uppercase; a second click of the shortcut will change it to lowercase; and then to title case.

This simple tip can save you from having to manually convert the text and will save you time.

Comparing two documents in MS Word

There are times when you want to compare two documents and see the changes you have made. Software exists to do this, but it can be expensive.
The next time you want to compare two documents, try the built-in functionality in Word 2007or 2010. Here's how:

  • Open Word and click on Review (on the ribbon), then click on ‘Compare’. In the pull-down menu, click ‘Compare’ again.
  • There are two choices – choose ‘Compare two versions of a document’ (legal blackline).
  • When the ‘Compare Documents’ box opens on the left, choose the original document. The drop-down arrow will show you the most recent documents you worked with. If you don't see the document there, click on the folder icon to browse for the document you want. Click ‘More’ to choose more fields to compare (if you wish). Click OK.
  • Now choose which document is the revised document, using the same procedure, and click ‘OK’.
  • A new window will open in the middle that shows the Compared Document with the changes redlined. As you scroll through this, the top right-hand part of the screen will show the Original Document and the bottom right-hand part of the screen will show the Revised Document. It's easy to follow along because it automatically shows the same part of all three documents.

Removing metadata from your MS documents

Imagine opening a document from a client or opposing counsel, and in the margin are the comments and changes made before it was forwarded to you. That behind-the-scenes information is referred to as “metadata”; the default settings for some Microsoft Office programs automatically display that information whenever a document is opened or saved. Take these simple steps to scrub metadata from Microsoft Office, WordPerfect and Adobe Acrobat PDF documents:

  1. Open the Office document (e.g., Word, Excel, PowerPoint, etc.) that you want to inspect for hidden data or personal information.
  2. Click the Microsoft Office Button, click Save As and save a copy of your original document to inspect, as it is not always possible to restore the data that Document Inspector removes.
  3. In the copy of your document, click the Microsoft Office Button, point to ‘Prepare’ and then select ‘Inspect Document’.
  4. In the Document Inspector dialog box, select the check boxes to choose the types of hidden content that you want to look for.
  5. Click ‘Inspect’.
  6. Review the results of the inspection in the Document Inspector dialog box.
  7. Select ‘Remove All’ next to the inspection results for the types of hidden content that you want to remove from your document.

To save a WordPerfect document without metadata, choose File > Save without metadata. If you are converting from Word to PDF with Acrobat, there is a checkbox called “Convert Document Information”, which (when unchecked) will not retain information like ‘Title’ or ‘Author’ when the Word document is converted to PDF.