Redefine, Remove or Reveal?

1. Redefine, Removeor Reveal? The Three R’s for a Successful Word 2010 Deployment NY Word Legal Users GroupDecember 2, 2010 Hosted by: Davis Polk

2. Presenters & Participants Presenters Participants Sherry Kappel (sherryk@microsystems.com)Sr. VP, Chief Innovation OfficerMicrosystems Marsha Flowers (mflowers@cravath.com)Lucia Sciorsci (lsciorsci@cravath.com) Cravath, Swaine & Moore LLP Mary McClain(mmcclain@stroock.com)Stroock& Stroock & Lavan LLP Jeff Casper (jcasper@kirkland.com)Kirkland & Ellis LLP Maria Griffith(maria.griffith@ropesgray.com)Ropes & Gray LLP Nixon Peabody LLP

3. Agenda

4. So Many Relationships

5. “So, what are other law firms doing?”

6. Ribbons, Quick Access Toolbar & Shortcut Menus The User Interface

7. “There will be no training, there will be no customizations. We want Word @ work to be just like Word @ home.”

8. The User Interface From Office UI Customization

11. Other Ribbon editors Ribbon Customization Tools Office 2010 Customize Ribbon Create new tabs and groups Remove or hide built-in tabs Remove built-in groups Import/Export customizations (not granular) Rename or reorder tabs and groups Everything in Office Customize Ribbon Control size, grouping, layout Customize screen tips or super tips Customize images or labels for built-in controls in built-in group Add custom buttons/menus for firm automation

12. Deploying a Customized Ribbon and Quick Access Toolbar in Office 2010 • Ribbon + Quick Access Toolbar stored in the same file • In Office 2007, the Quick Access Toolbar stored in separate file • 39 .OfficeUI files in total • Word 2010: Word.officeUI • Excel 2010: Excel.officeUI • PowerPoint 2010: PowerPoint.officeUI • OneNote 2010: OneNote.officeUI • …and so on http://msdn.microsoft.com/en-us/library/ee704589.aspx

13. Shortcut Menus • How to Add Commands to Shortcut Menus in Wordhttp://msdn.microsoft.com/en-us/library/dd554969.aspx • How to Add Commands to Shortcut Menus in Excelhttp://msdn.microsoft.com/en-us/library/0batekf4.aspx • Extending the User Interface in Outlook 2010http://msdn.microsoft.com/en-us/library/ee692172(office.14).aspx

14. Changes to Keyboard Shortcuts Word 2010 and Word 2007: http://support.microsoft.com/kb/926809

16. The Three R’s

17. Bringing Word features out of hiding… Reveal

18. The Most Common “Reveals” • Word 2007/2010 • Style Separator • “Classic” Styles Menu • Alignment Tab • Word 2010 • “Old” Print | Preview • Custom Building Block Galleries • Other: Developer Tab

19. Example: Reveal Classic Style Drop-Down Reason: Word interface now filters styles by Visibility and Type; the Classic View does not. Kirkland & Ellis LLP &A Cast of Thousands…Default Quick Access ToolbarWord 2007 or Word 2010

20. Example: Style Separator@ Home Style Separator placed next to Paragraph symbol on Home Tab | Paragraph Group Ropes & Gray LLPHome Ribbon Word 2007 or Word 2010

21. Example: Reveal Custom Galleries Nixon Peabody LLPFirm Ribbon Word 2010 or Word 2007

23. Example: Revealed Keep Para Next Stroock & Stroock & Lavan LLPQuick Access ToolbarWord 2007 or Word 2010

24. Eliminate functionality inappropriate for your environment Remove

25. The Most Common “Removes” • Word 2007/2010 • Home tab | (Numbering) • Insert tab | Header/Footer Group • Mailings tab • Styles Sets • 2007: Publish menu OR • 2007/2010: Blog post • Quick Styles Gallery* • Add-in tab • Word 2010 • Save to Web • Special: DMS client • Word 2007/2010 • Convert • Word 2007: Office Button • Word 2010: File tab | Info * Style modifications required, regardless

26. Example: Publish Menu Removed In Office 2010:File | Save & Send Save to Web Save to SharePoint Publish As Blog Post Send As Internet FAX Cravath Swaine & Moore LLPOffice ButtonWord 2007 shown

27. Example: Remove Insert Signature “Deactivated, really. Replaced with customized signature block options in Quick Parts Gallery.” Jeff Casper Kirkland & Ellis LLPInsert Ribbon Word 2007 or Word 2010

28. Example: Remove Numbering A DramatizationUsing Customize Ribbon in Word 2010 only

29. Example: Did NOT Remove Numbering! “TRIED to hijack the bullets and numbering buttons, but reverted to native: hijacking meant that entire Paragraph group had to be recreated. Once recreated, it always stacked in 3 rows, and would not adjust to different window widths Also, it would not auto adjust with necessary foreign (e.g, Asian) language commands when those languages were used (we have two offices in China).” Jeff Casper Kirkland & Ellis LLPHome ribbon – Paragraph groupWord 2007 or Word 2010

30. Enhance native Word functionality with custom automation, UI Redefine

31. The Most Common “Redefines” • Word 2007/2010 • Home tab | (Numbering) • Quick Styles Gallery • Style Separator • Compare • Wish Listed: Unify Tables | Design & Tables | Layout • Other: Word 2007/2010 • Built-in Building Blocks • Add a Firm Theme

32. Example: Redefine Quick Styles Nixon Peabody LLPHome RibbonWord 2010 shown; Word 2007 also

33. Example: Redefined Numbering Bullet brings in Bulleted multilevel list, applies the 1st level; Single list performs same, but adds a second list option for Letters. Native Galleries were retained. Ropes & Gray LLPHome Ribbon Word 2007 shown;also possible in Word 2010

34. Example: Redefine Signatures Stroock & Stroock & Lavan LLPFirm Macros Tab – Signatures; pulls from Custom Building Blocks Word 2007 shown; also possible in Word 2010

35. Example: Redefine Insert Section Break • “Shortcuts to: • Insert Section Break: inserts nxt pg. section break with SAP turned off, and break styled with Normal • Add Section Break: dialog to choose type of section, include title text, and adjust page numbering • Delete Section: and choice to copy section formatting FORWARD to next section” • Jeff Casper Kirkland & Ellis LLPHome Ribbon – KE Tools Group Word 2007 shown; also possible in Word 2010

36. “Do we have Ribbon design tenants?”

37. Highlights from a Ribbon design session conducted as a part of the Microsystems Office Planning Engagement Show Ribbon Design Tenants

38. Quick Styles/Sets, Visibility, Priority & Style Naming Templates & Styles

39. Another R: Rebuild • Rebuild all templates with File | New • Word • PowerPoint • Excel • Related… • Create an Office Theme • Applies to all applications

40. Rebuild Templates Microsystems | Resources |Tips & Tricks | here

41. Step 1:Set Defaults Ties to (severs from?) Themes Sets defaults for Styles in the Template/Document

42. Design Benefit with Set Default No Redesign: 16 Body Styles Redesigned: 7 Body Styles

43. Transition without analysis Quick Styles Gallery Alias instead of Name Styles have to be added View travels with document Sequence appears ‘random’

44. Styles Management Priority & Visibility

45. Example: Styles Renamed, Reduced Style Consolidation ExampleWord 2007 or Word 2010

46. In Word 2010 & 2007…

47. Step 2:Open/Edit/Save in Word 2003 • Assumption: .doc opens natively, DM integration saves normally into .doc • Preserves • Quick Styles • Style Priority • Style Visibility • Document Defaults • Loses • Content Controls • Become Static Text File Format Impact Step 1:Save As  .doc in Word 2KX Step 1:Save As  .docx with Word 2KX Step 2:Open/Edit/Save in Word 2003 Assumption: .docx opens w/the Compatibility Pack, then DM integration forces save to .doc Loses Quick Styles Style Priority Style Visibility Document Defaults Content Controls Become Static Text

48. Example: Aliases Removed Styles renamed & reordered. Aliases are used at front of style name, thus preserving known keystrokes. Ropes & Gray LLPStyles Pane Word 2007 or Word 2010

49. Example: Reduced, Reordered Gallery Styles assigned new Priority, Quick Style Attribute removed on several native Word styles. Stroock & Stroock & Lavan LLPQuick Styles Gallery Word 2007 or Word 2010

50. Cravath Styles - LIDS +Styles Pane in Word 2007 or Word 2010