How To Wednesdays: Mastering Document Formatting: A Guide for Attorneys on Revealing Non-Printing Characters in MS Word.

Following Monday’s Editorial - MTC: Presentation In Your Word Documents is Everything! - Presentation is Everything! In the meticulous world of legal documentation, clarity and precision are paramount in presenting your legal argument. Amazingly despite the strength in the substance of your case, your argument can easily be detracted by poor formatting of your legal document. It reflectrs poorly on the lawyer – it question’s the lawyer’s professionalism and thus, indirectly, the quality of the argument – not so different if the lawyer is wearing mismatched clothes to court. One aspect of Microsoft Word that can significantly enhance the accuracy and professionalism of these documents is the ability to reveal non-printing characters. These invisible markers, such as spaces, paragraph returns, and tabs, play a crucial role in the structure and readability of legal documents.

“Presentation is everything” and formatting your brief correctly can help make your case!

Understanding and utilizing the feature that reveals these non-printing characters can aid attorneys in avoiding common formatting pitfalls, ensuring consistency, and maintaining the high standard of documentation required in the legal profession. This blog post will guide you through the importance of non-printing characters and how to reveal them in your MS Word documents.

The Importance of Non-Printing Characters in Legal Documents

Non-printing characters, while invisible in printed documents or when hidden in your Word document, are the backbone of document structure. They include:

• Spaces: Indicated by a small dot (·) between words.

• Paragraph Returns: Shown as a pilcrow (¶) at the end of paragraphs.

• Tabs: Represented by a right-pointing arrow (→).

Revealing the hidden chargers on your word document can lawyers improve the formatting of their briefs.

In legal documents, precision in formatting is not just about aesthetics; it can impact the interpretation and enforceability of the document. Inconsistent spacing, indents, or paragraph breaks can lead to misinterpretation or ambiguity. Revealing these non-printing characters allows attorneys to:

1. Ensure Consistency: Uniform spacing, indentation, and paragraph breaks are crucial for readability and professionalism.

2. Avoid Formatting Errors: Spot and correct unintended extra spaces, inconsistent tab usage, or misplaced paragraph breaks.

3. Facilitate Collaboration: When multiple individuals are editing or reviewing a document, visible non-printing characters can help maintain formatting consistency.

How to Reveal Non-Printing Characters in MS Word

Revealing non-printing characters in MS Word is a straightforward process. Here's how you can do it:

1. Quick Toggle:

• Look for the ¶ symbol in the Home tab of the Ribbon.

• Clicking this button will toggle the display of non-printing characters on and off.

• This method is convenient for quickly checking formatting without permanently altering your view settings.

2. Word Options:

© Microsoft

• In Windows:

  • Go to the File menu and select Options.

  • In the Word Options dialog box, choose Display from the list on the left.

  • Under the section "Always show these formatting marks on the screen," you can select which non-printing characters you wish to always be visible.

© Microsoft

• In Mac:

  • Go to the Word menu and select View.

  • Under the section "Show Non-Printing Characters," you can select which non-printing characters you wish to always be visible.

This method is particularly useful if you have specific preferences about which non-printing characters are important for your document review process.

3. Shortcut Key:

• MS Word also supports a keyboard shortcut to toggle the display of non-printing characters: Ctrl + Shift + * (asterisk).

• This is a quick and efficient way to switch between views, especially for those who prefer keyboard shortcuts over mouse navigation.

Best Practices for Using Non-Printing Characters

knowing how to format your documents is an important skill in brief writing.

While revealing non-printing characters is immensely helpful, here are some best practices to keep in mind:

• Use Sparingly: Constantly having all non-printing characters visible can clutter your document and hinder readability. Use this feature when fine-tuning formatting or troubleshooting specific issues.

• Educate Your Team: Ensure that everyone involved in document preparation and review understands how to use this feature and the importance of maintaining consistent formatting.

• Customize Your View: Tailor the display settings to show only the non-printing characters that are most relevant to your current task. This customization can reduce on-screen clutter while still providing the benefits of this feature.

For attorneys, the devil is often in the details, and the ability to reveal non-printing characters in MS Word is a powerful tool in ensuring that legal documents are precise, consistent, and free of formatting errors. By mastering this feature, you can enhance your document review process, avoid common pitfalls, and uphold the professional standard expected in legal documentation. Whether you're drafting contracts, briefs, or any other legal document, the ability to see and control these invisible markers can be a game-changer in your practice.

How to Wednesday: A Lawyer's Guide to Keeping Tech Screens Clean: Preserving Clarity and Professionalism.

In the legal profession, where every detail matters and first impressions are crucial, maintaining clean and clear technology screens is more than just a matter of hygiene; it's a reflection of our professionalism. As lawyers, we often overlook this simple yet significant aspect of our daily tech use. Here are practical tips on how to keep your screens spotless, ensuring that your technology mirrors the clarity and precision you bring to your work.

Understanding the Importance

Your appearance is more than just wearing a good suit. The way your tech is maintained can be a reflection on you and your professionalism.

First, let's understand why clean screens are essential for lawyers. A smudge-free screen improves visibility and reduces eye strain, especially during those long hours of document review or virtual meetings. Moreover, a clean screen in your office or during a client meeting subtly conveys a message of meticulousness and orderliness.

Choosing the Right Cleaning Materials

The key to effective screen cleaning lies in using the right materials. Avoid using paper towels, rough cloths, or any material that can scratch the screen. Instead, opt for microfiber cloths, which are soft and designed to trap dust and oils without leaving streaks or lint. I am very happy buying these microfiber cloths on Amazon. They are soft and fluffy and do a really good job at a very reasonable price.

For cleaning solutions, it's crucial to avoid harsh chemicals like ammonia or alcohol-based cleaners, which can damage screen coatings. A safe bet is a solution specifically designed for electronics.  

The Cleaning Process

I love these cloths - I find them to be a good deal, effective, and fluffy!

• Power Down: Always turn off and unplug your device before cleaning. This not only prevents damage but also makes it easier to see dirt and fingerprints.

• Dust First: Gently wipe the screen with a dry microfiber cloth to remove dust. Avoid pressing too hard, as screens are sensitive.

• Apply Cleaner Sparingly: Never spray cleaner directly onto the screen. Instead, lightly dampen your microfiber cloth with the cleaning solution.

• Gentle Wipes: Use gentle, circular motions to wipe the screen. Start from the center and move outwards. Avoid excessive pressure.

• Dry and Buff: After cleaning, use a dry part of the cloth to remove any remaining streaks, giving your screen a polished look.

Daily care will help you keep your tech in good physical shape!

Frequency and Maintenance

Regular maintenance is key. For lawyers whose screens are in constant use, a daily wipe-down with a microfiber cloth is advisable. A more thorough cleaning with a solution can be done weekly or as needed.

Additional Tips

• Keep a microfiber cloth and a small spray bottle of your cleaning solution at your desk for convenience - make sure the bottle meets TSA Guidelines for carry-on luggage (3.4 ounces or less per container) so you can take it with you when you fly.

• If you're using a laptop or a mobile device in court or meetings, ensure it's clean beforehand to maintain professionalism.

• Be mindful of the manufacturer's guidelines for cleaning your specific device.

TSA only allows you to carry a 3.4 ounce liquid container when you fly!

Remember, being "tech-savvy" is more than just knowing how to use your tech! Keeping your tech screens clean is a small but significant practice that enhances your professional image as a lawyer. It not only ensures the longevity of your devices but also reflects your attention to detail and respect for your work environment. By incorporating these simple steps into your routine, you can maintain screens that are as clear and sharp as your legal arguments.

Previous TSL.P Podcast Guest Meghan Zavieh Commentary on Tech Competency for Lawyers

Meghan, a previous TSL.P Podcast Guest, released a commentary on Technical Competency for Lawyers - What does it mean? Its a great reminder for the basics all lawyers need to understand regarding the use of technology in the office (whether “brick & mortar”, at your home office or on the road). It also perfectly corresponds with the release of her new book, The Modern Lawyer: Ethics and Technology in an Evolving World, earlier this year.

This book is a good addition to your library whether you are a newbie to tech or an experienced pro!

Happy Lawyering!