Category Archives: Software

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The Perfect Filing Cabinet is a Trash Can

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Ernest Svenson (a/k/a Ernie the Attorney) has a great post at PDF For Lawyers about the necessity of keeping paper documents after they have been scanned.

Ernie explains:

Once people realize the benefits of scanning and decide to do it they usually have one last question: how long should I keep the paper after I scan it? My advice is always to get rid of the paper as soon as possible. A friend of mine who long ago found Nirvana in being completely paperless says he thinks it should be illegal to sell scanners without a paper-shredder attached.

Still, people wonder about getting rid of paper and believe there are special rules that require them to keep certain papers. Which ones? They’re not sure so they tend to keep most of them—just to be sure they comply with that mysterious bureaucratic edict.

He then notes that he recently read a post that advised that all tax related documents must be kept in paper form. Ernie objected to that strenuously:

Oh brother! Here we go again. The comments to this post were festooned with supporting opinions on how vital it is to keep paper receipts.

Instinctively, I knew this was ludicrous. Both from a practical standpoint, as well as a legal one.

* * *

But what about the IRS? Isn’t the Unclutterer article right about the IRS requiring you to keep paper copies of receipts and supporting documentation related to your tax returns? No, the IRS doesn’t require paper copies. And if you don’t believe me then read IRS Rev Proc. 97-22, which specifically allows electronic storage systems if they meet basic requirements of reliability.

You need to check out the entire post. Also, make sure that you read the comments as well for a great discussion of the practical applications of Ernie’s suggestions.

I admit that I have not quite gotten to the point where I toss the paper when it is scanned. However, I have managed to rid myself of a bunch of paper. Further, I am finding it more and more frequent that my physical file on a matter is nonexistent simply because all communications and work on the file have happened entirely electronically.

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Your Keyboard Has a Tab Key for a Reason

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I am a big fan of using styles in Word. If you understand and use them, Word becomes very powerful and, I think, more easy to use.

I understand, however, that not everyone uses or understands styles. I believe that the proper solution to this is good training. However, not everyone understands that. However, I implore everyone, whether you understand sytles or not; whether you use Word, WordPerfect, or OpenOffice; or whether you know how to type or not, DO NOT USE YOUR SPACEBAR FOR SPACING.

The space bar is to allow you to put a space between words and sentences (on a related note, please observe that with today’s proportional fonts you need only one space, not two, between sentences). The space bar is not to be used to add spaces to make your text line up. To do this, you use the Tab key.

Given the fact that Tab keys have been around for quite some time, I had thought that most people understood this. However, that is clearly not the case. I recently received a draft settlement agreement today from another attorney. When I started making some modifications to the document, I noticed that the formatting got all screwed up.

Once I clicked the paragraph button, I realized what the problem was. Instead of using tabs, the author has used spaces to create the illusion of tabs. Upon counting, it appears that it takes 12 taps of the space bar to simulate a 1/2″ tab stop.

I understand that some people don’t want to learn how to properly use software. That is your choice. If you make that choice, however, then hire someone to do your word processing for you. Please!!!!

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I Heart Adriana

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I love Adriana Linares‘ blog I Heart Tech. Her posts often contain the best tips. Her tips are so good becaue they are often very simple to perform, plus they are practical. Her latest tip is a tip for Outlook that I love. In her tip, she explains how to simulaneously view nonsequential days in Outlook. As she explains:

  1. Start by going to the Calendar view in Outlook, you’ll see (hopefully) a thumbnail view of the current month on the left hand side of Outlook .
  2. Press and hold the Control (Ctrl) key down as you click on the dates you want to view.
  3. The big Calendar pane to the right will change to show you only those dates.
  4. You can even select dates in other months by going to those months (see red arrow on graphic) and still Ctrl + Clicking.

This is so simple to do, yet it is something that never occured to me.

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Excel Tips

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Nerino Petro has identified a great article revealing some hidden gems in Microsoft Excel 2007. I believe that Excel is one of the most under used programs in a law office. There are so many things that you can do in Excel must easier than you can do in any other manner.

I use it daily to keep track of my expense report. I also use it quite frequently to calcuate amounts due for preparing a judgment or a affidavit for collection proceedings. The program is quite powerful.

I owe a tip of the hat to my wife, because without her, I would likely have never understood the true power of Excel. Like many attorneys, I am not a math person. Because of this, I simply avoided Excel. Once I saw how it easy it was to calcuate postjudgment amounts due, however, I was hooked.

If you are looking for some great tips on using Excel, I urge you to check out this article. If you are not using Excel, I encourage you to try it out. On my Files page, I have several Excel templates that I talked about when I did a presentation on Excel for the Chicago Bar Association. These template predate my new computer. Thus they are in Excel 2003 format.

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TinyURL Creator Rocks (Again)

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A few posts ago I knocked TinyURL Creator (a Firefox extension) for the fact that it made me go through an unnecessary mouse click everytime that I used it. Because of this, I named Shrinkify my favorite URL shrinker.

Today I admit my error. Yes, in its default mode, TinyURL still makes you click a box everytime that it generates a tiny URL. However, stopping the extension from doing this is a simple as selecting: Tools > Add Ons > Extensions > TinyURL Creator > Options.  In the Options dialog box, select the box next to “Do not show confirmation dialog apon [sic] TinyURL creation.” Once you have done this, you no longer have to deal with the annoying dialog box again.

Now TinyURL Creator is back to being my favorite Firefox extension that shrinks URLs. The main reason that it moves back into first place is that the extension has been updated to work with Firefox 3. Shrinkify has not yet updated its extension.

If you are still using Firefox 2, either extension should work fine for you. If you are using Firefox 3, I would go with TinyURL Creator simply beacuse you can install and use it without any difficulty.

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Fixing iTunes Library Problem

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We are getting ready to go on a short road trip. This means that I wanted to add some music to my wife’s iPod (it’s what we use for music on the trip). While selecting songs to add to the iPod (checking the little boxes in iTunes), I accidentally selected all of the songs in the iTunes library.

Given that we have over 5,000 songs in our library, this can be a bit of a problem. No one wanted to go back through the the library and select the songs that we actually wanted to synch to the iPod. Fortunately, we had recently synchronized the iPod and it had our currently selected songs on it. After some Googling, my wife found a solution that allowed us to reselect our desired songs without spending hours going through the library again.

Her solution is as follows.

  1. On the iPod, create an On the Go Playlist.
  2. Go to Genres.
  3. Hold the select button down for each genre until it flashes blue three times. This should add the songs in that genre to the playlist.
  4. Go back to playlists and open the On the Go Playlist.
  5. Scroll to bottom.
  6. The last option is save. Select that.
  7. Uncheck all music in iTunes.
  8. Synch iPod
  9. The synch will wipe all the music off the iPod. However, the playlist will show up in iTunes.
  10. Open the new playlist in iTunes. Select all of the songs. Right click, and choose check selected.
  11. Check any other other playlists you might have to make sure that all songs were selected.
  12. Synch again.
  13. Problem solved.
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A Mobiliti Solution

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One of my favorite programs is Mobiliti which is now owned by Packeteer, Inc. When I first started using the program it was called Network Ungplugged. I actually prefer that name, because it is a great description of what it does. The program allows me to synchronize my network files to my laptop so that I can work on the files when I am away from the network. Not only is this program easy to use, but it also preserves the file paths of the files, so that working on the files on my laptop is just like working on the files on my network.

Mobiliti is a great program and one I recommend for anyone often has to work when disconnected from the network.

Recently, I had some files on our network that were deleted. I had local copies of the files on my laptop and I needed to synchronize them back to the network. The way that the synchronization is set up, if a file is deleted from either the network or the local drive, the other file is deleted upon synchronization. In this case, I did not want that to happen. Instead, I wanted certain local files to be copied back to the network.

I looked in the configuration settings and did not find a way to do that. I checked the online Knowledge Base and still found no solution. So I contacted customer support via email and got my answer. I am posting it here in case others need the info and so that I can find it again.

  1. Go to File\Synchronization settings\synchronization tab and set it to fully interactive mode. Save changes by clicking OK.
  2. Sync.
  3. At the preview, select the file that you don’t want to be deleted from the real network. Right click and choose “Change sync action”
  4. Set the sync action to the new desired action and proceed with sync.
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Another Office 2007 Conversion Solution

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A couple of days ago I wrote about the fact that many people still use Office 2003 and are unable to read documents created in Office 2007. The solution that I suggested was that if you are using Office 2003, you should download the compatability pack that allows you to read Office 2007 documents.

Of course, not everyone will download the compatability pack. Tom Mighell, of Inter Alia, has a different solution. He suggests using Scribed.

Tom explains:

Here’s how it works. Take your document and attach it to an email. Address it to the members of your team, and CC ipaper@scribd.com on the message. Scribd will take your document, convert it to iPaper, and send your collaborators a copy of the link to the online document. And if you haven’t viewed a document in Scribd yet, you’re missing out. Scribd supports a lot of document formats, too — in addition to all Office files (both 2003 and 2007), it will convert PDF, PS, .TXT, .RTF, and open document formats.

The great thing about Tom’s solution is that you are simply adding an additional email address to your message. You do not have to take the time to manually upload the file a to a service such as Scribed or Google Docs.

As always, when using a service such as this, you must be cognizant of their terms of use to make sure that you are not disclosing confidential information to third parties. However, this is a great simple solution for sharing documents with others without worrying about what software program your recipient is using.

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Another Great Acrobat Feature

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For years, I have done the majority of my research online. Until a couple of years ago, I would identify the cases that helped me, email those cases to myself, print them out, and then highlight/take notes on the hard copy. A couple of years ago, I realized that it made no sense for me to keep all of my documents electronically, but keep my research in hard copy.

After coming to this realization, I switched to printing my cases to PDF and then commenting and highlighting the cases in Adobe Acrobat. If I have a big project, however, I can end up with several cases to print to PDF. This can be a time consuming task if it is done one case at a time.

Using Adobe Acroabt 8 Professional (no, I do not yet have 9), I can take advantage of the Batch Processing feature. I simple select Advanced > Document Processing > Save as PDF. I then identify the files that I want converted to PDF. Acrobat will open the files and convert them to PDf for me.

Last week I had about a dozen cases to convert to PDF. I simply started the batch processing and ran out to grab some lunch. When I returned, all of the work had been done and the files had all been saved as PDFs.

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MS Office 2007 Compatibility

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When I got my new computer recently, it came with Office 2007. It took me a while to get used to 2007. The reality is that I was perfectly happy with Office 2003 and I felt no overwhelming reason to change. Since getting Office 2007, I have realized that many other share my opinion in this. It seems that relatively few people have moved to Office 2007.

The problem is that Microsoft changed the file format in Office 2007, and users of Office 2003 cannot read files created in Office 2007. Fortunately, there is an easy and free fix for this. Unfortunately, it seems as though very few people know about this fix.

Simply go here and download the compatibility pack. After you install this, you will be able to work with Office 2007, even though you still use only Office 2003.