Litigation Support Tip of the Night

January 21, 2020

Don't miss that you can find and replace any single character in a Word document by preceding its alt code with a caret.  So in this example we can find and replace the bullet point by searching for: ^0149

If we search for ^0128, the Euro symbol can be replaced.  

November 27, 2019

You can run regular expression searches in Word that will select all email addresses, so you can copy them out, or re-format them to all be lowercase, boldfaced, and so forth. 

Bring up the Find tool and check off the 'Use wildcards' option in the 'More' section.   Then enter this regular expression search:

[A-z,0-9]{1,}\@[A-z,0-9,\.]{1,}

. . . and click Find In . . . Main document.  Each email address will be selected. 

You can modify the Regex search to find emails which include a period in the name before the domain:

[A-z,0-9]{1,}\.[A-z,0-9]{1,}\@[A-z,0-9,\.]{1,}

September 24, 2019

I tested it out this week and the below VBA code posted by Graham Mayor here, will successfully remove XE codes from a Word document. 

Sub Macro1()
Dim oFld As Field
Dim strFldText
Dim strAsk As String
Dim bHidden As Boolean
    With ActiveWindow.View
        bHidden = .ShowHiddenText
        .ShowHiddenText = True
    End With
    For Each oFld In ActiveDocument.Range.Fields
        If oFld.Type = wdFieldIndexEntry Then
            oFld.Select
            strFldText = Replace(oFld.Code, "XE ", "")
            strAsk = MsgBox("Delete " & strFldText, vbYesNoCancel)
            If strAsk = vbYes Then
                oFld.Delete
            ElseIf strAsk = vbCancel Then
                GoTo Finish
            End If
        End If
    Next oFld
Finish:
    With ActiveWindow.View
        .ShowHiddenText = bHidden
    End With
End Sub
 

September 22, 2019

The Tip of the Night for May 26, 2015, discussed how to use the Add-in for Word, Notestripper, to help facilitate the insertion of hyperlinks in footnotes of a MS Word document.   After the text of footnotes is stripped out to text at the end of a document, you may receive an error message from NoteSripper indicating that the number of note references does not match the number of notes when you try to convert them back to notes. 

If this happens try the following.   First search for blank spaces formatted as superscript using the Find tool in Word.  (Go to the Format menu, select Font, and check off the 'superscript' box.)  Any footnote number with a blank space before it will throw off Notestripper. 

The Add-in will not read the notes themselves if any text is crossed out or marked for deletion with track changes in Word.  Be sure to re-format this text and the text on the following line, or Notestripper will not read each separate line of notes.  

August 18, 2019

You can make use of a macro to select all of the text highlighted in a specific color in a Word document.   The macro itself turns text highlighted in a selected color to a different font color - in this example red.   This will help you export out (or copy just the text highlighted in one color) because you can search for text with in a particular font color, but not text highlighted in a particular color. 

Press ALT + F11 to enter Visual Basic and enter the code below (posted to Word Banter by Dawn Crosler) in a new module 

On the line reading:

If Selection.Range.HighlightColorIndex = wdYellow Then

. . . you can designate the color highlighting you want to process.   See a list of different highlighting colors in Crosler's post

Once the color of the text has been changed you can run a search in Word for just text with the font color red.  Use the option for Find In . . . Main Document. 

All of the search results will be selected.  You can then copy them out for analysis. 

Sub ChangeHighlight()

'Purpose: Changes highlight colors in a doc...need to change

'WD color index

'Changes the font color based on selected highlight color

'***********************

'go to top of doc

Selection.HomeKey Unit:=wdStory

'clear previous find

Selection.Find.ClearFormatting

'set search for highlight on

Selection.Find.Highlight = True

'run search

Selection.Find.Execute

'while highlights are still found

While Selection.Find.Found = True

'if highlight is "wdBrightGreen" (color to find) then

'change the wdBrightGreen in the line below to match the Color

'of highlight you desire. Use the wdColorIndexConstant List

'as inspiration

If Selection.Range.HighlightColorIndex = wdYellow Then

'change Selected Text Font to White

'Use the wdColorIndexConstant List to change to the

'appropriate font color

Selection.Range.Font.Color = wdColorRed

End If

'continue same search

Selection.Find.ClearFormatting

Selection.Find.Highlight = True

Selection.Find.Execute

'end loop when no more found

Wend

'move back to top of doc when done

Selection.HomeKey Unit:=wdStory

End Sub
 

July 17, 2019

In order to get the formatting for Tables of Authorities and Tables of Contents correct, be sure that you know how to add in the leading dots before the page numbers and indent the second line of each entry.

Begin by selecting all of the text that you need to format.  On the Home tab, click on settings in the Paragraph section (the little arrow on the bottom right corner).  Then click on the Tabs button at the bottom left of the dialog box. 

 Set the tab stop position to 6"; the alignment to 'Center'; and the leader to "2 ......". 

 When you press tab after each section title or case name the leading dots will be generated.  

 To set hanging indentations, go back to the Paragraph settings and select 'Hanging' in the Special drop-down menu.  Set it to 0.25". 

The second line of each section title or case name (before a paragraph return is entered) will be automatically indented. 

July 16, 2019

Don't miss that you can run regular expression searches in Word, and then highlight the results.   In Find and Replace, check off the 'Use wildcards' box and enter the searched for term in parentheses.  In this example, we're searching for eight-digit numbers using this Regex pattern:

([0-9]{8})

 . . . since we're only using one Regex term, to replace with the searched for term we only enter a '\' followed by a '1'.  If there was a second term we would enter '\2'.  

 This works in both MS Word 2016 and MS Word 2010. 

May 23, 2019

Today at work I had to prepare a set of 50 cover sheets for separate binders.  Each binder contained documents for a different witness.  I had a list of the witness names, and I wanted to add in the caption of the case in front of each name in order to create a cover sheet for each witness’s binder. 

The easiest way to do this, is to use the clipboard code ^c .  With a list of names like this:

. . . and a captioncopied to the clipboard in another document:

Using the paragraph code - ^p - in front of each name - in the FIND box, and ^m (for manual page break) and then ^c in the REPLACE box:

. . . we can add in multiple lines of text in front of each name 


 

March 15, 2019

You can use the below macro to find and replace multiple strings in a Word document.  Thanks to Graham Mayor for posting it here

First create a Word table with the values you want to replace in the first column, and the value you want to add in the second column.   Save and close it.   

Plug the below macro into a new module in Visual Basic.   Enter a path to the Word table which contains the find and replace pairs. 

Enter the below VBA code in a macro and run it. 

Sub ReplaceFromTableList()
' from Doug Robbins, Word MVP, Microsoft forums, Feb 2015, based on another macro written by Graham Mayor, Aug 2010
 Dim oChanges As Document, oDoc As Document
 Dim oTable As Table
 Dim oRng As Range
 Dim rFindText As Range, rReplacement As Range
 Dim i As Long
 Dim sFname As String
 'Change the path in the line below to reflect the name and path of the table document
 sFname = "C:\FooFolder\findreplace.docx"
 Set oDoc = ActiveDocument
 Set oChanges = Documents.Open(FileName:=sFname, Visible:=False)
 Set oTable = oChanges.Tables(1)
 For i = 1 To oTable.Rows.Count
     Set oRng = oDoc.Range
     Set rFindText = oTable.Cell(i, 1).Range
     rFindText.End = rFindText.End - 1
     Set rReplacement = oTable.Cell(i, 2).Range
     rReplacement.End = rReplacement.End - 1
     Selection.HomeKey wdStory
     With oRng.Find
             .ClearFormatting
             .Replacement.ClearFormatting
             .MatchWildcards = True
             .Text = rFindText.Text
             .Replacement.Text = rReplacement.Text
             .Forward = True
             .Wrap = wdFindContinue
             .Execute Replace:=wdReplaceAll
       End With
 Next i
 oChanges.Close wdDoNotSaveChanges
End Sub

The Word document is updated.   Note that the macro is case sensitive. 

November 11, 2018

Getting the numbering (or lettering) of exhibits in a brief can be maddening.   Whether you have a brief referencing numerous exhibits, or are working with an attorney that decides to add and/or remove exhibits shortly before the filing deadline, putting the numbering or lettering in order and avoiding gaps can be a time consuming and frustrating experience.  MS Word can automate the process by entering codes to keep track of the sequence of exhibits and account for insertions or deletions.  

In MS Word 2016, follow these steps:

1.   On the Reference tab, click on 'Insert Caption'. 

2. In the dialog box which appears click on 'New Label' and add 'Exhibit', 'Ex.', 'Exh.' as necessary.

 3. Click on 'Numbering' where you can choose either standard numbering; Roman numerals, or Latin letters. 

 4. If you have trouble getting the exhibit references to use the same font as the rest of the document, open up Styles (press CTRL + ALT + SHIFT + S) and right click on 'Caption' to modify the font. 

 5.  Word will enter SEQ codes in the document.

 6. If you press ALT + F9, the code references will be swapped with the actual exhibit references.  

 7.  After removing an exhibit reference, update the SEQ codes by selecting all of the text in the document, right clicking, and hitting 'Update Field'

 8. The exhibit references update automatically.   

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Sean O'Shea has more than 15 years of experience in the litigation support field with major law firms in New York and San Francisco.   He is an ACEDS Certified eDiscovery Specialist and a Relativity Certified Administrator.

The views expressed in this blog are those of the owner and do not reflect the views or opinions of the owner’s employer.

 

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Contact Me With Your Litigation Support Questions:

seankevinoshea@hotmail.com

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