Formatting Appellate Brief Using Microsoft Word

2 Workshop Intro Demo file Slide #s Questions

3 PC vs. Mac Word 2016/13 = Instructions for PC Word 2010 = Instructions for PC Word 2007 = Instructions for PC PC = Instructions for Word 2016/2013/2010/2007 on PC Mac 2011 = Instructions for Word 2011 on Mac Mac 2008 = Instructions for Word 2008 on Mac Mac = Instructions for Word 2011/2008 on Mac

4 Main Topics Sections & Page Numbering Table of Contents (using Styles) Table of Citations

Sections & Page Numbering

6 Why Use Sections? Sections allow for different formatting and layout options in one document, including: Page numbering Appellate Brief Headers & footers Page Orientation

7 Sections of Appellate Brief Section 1 No page # Cover Page Section 2 Page #s starting at i Section 3 Page #s starting at 1 Table of Contents Table of Citations All Other Parts

8 Creating Sections Show All Formatting Marks / Nonprinting Characters (to help determine where to add the section break) PC: Home button or Ctrl+* (Ctrl+Shift+8) Mac: Toolbar button ( ) or Word Preferences [View] Add Section Break Position cursor at location for section break (i.e., end of one section before next section) PC: [Page] Layout Breaks Mac: Insert Break Section break types: Next page (note: after adding section, remove any extra lines or page breaks) Add section break between: Sections 1 & 2 Sections 2 & 3

Different Page Numbers: PC 9 Print Layout (to see page #s) View Print Layout In Section 1 (put cursor in Section 1) Insert Page Number Choose location for page numbers (e.g., bottom of page) Within this location, choose alignment and format You will be taken to Header & Footer Design area To remove page number on first page of a section, check Different First Page In Sections 2 and 3 (put cursor in each section) Design or Insert Page Number Format Page Numbers (from Insert or Header & Footer Design area) Set appropriate number format in each section Start at i in Section 2; Start at 1 in Section 3 Tips You can use the Next Section button to move to subsequent sections. To exit Header & Footer Design area, click Close Header & Footer

Different Page Numbers: Mac 10 Print Layout (to see page #s) View Print (or Page) Layout Add page numbers in each section Put cursor in Section 1, then add page numbers. Then, put cursor in Section 2 and add page numbers. Follow this process for all sections. Insert Page Numbers Position Bottom of page (Footer) Alignment Center Section 1 Uncheck Show number on first page Section 2 Check Show number on first page Format set number format & start at i Section 3 Check Show number on first page Format set number format & start at 1

Table of Contents

12 Table of Contents Two methods of creating: Manual Automatic

13 Table of Contents: Example TABLE OF CITATIONS.................. ii STATEMENT OF THE ISSUES................ 1 Level 1 STATEMENT OF THE CASE................. 1 SUMMARY OF THE ARGUMENT................ 5 ARGUMENT........................ 7 Level 2 Level 3 Level 4 Level 3 Level 2 Level 1 I. THIS IS TEXT OF FIRST MAIN POINT HEADING..... 7 A. This is text of first subheading....... 9 1. This is text of 1st sub-subheading.... 10 2. This is text of 2nd sub-subheading.... 16 B. This is text of second subheading...... 21 II. THIS IS TEXT OF SECOND MAIN POINT HEADING.... 25 CONCLUSION...................... 36 This example is NOT meant to indicate how you should organize the Argument section of your brief.

14 Table of Contents: Heading Styles Styles: Heading 1, Heading 2, etc. These styles are automatically set up to be TOC styles With cursor positioned on a heading within document (e.g., Statement of the Issues) Find desired style PC: Home (if desired style does not appear in Styles area, open Styles window with Alt+Ctrl+Shift+S) Mac 2011: Home [Styles area] or Format Style to open Style box Mac 2008: Choose desired style on Formatting toolbar (or Format Style to open Style box) Select desired style To change format of style, choose Modify PC: Right-click on style in list and select Modify option Mac: Format Style, select style to modify, and click Modify button

15 Table of Contents: Insert Turn off formatting marks / nonprinting characters Position cursor at location for Table of Contents Choose to insert custom Table of Contents: Word 2016/13: References Table of Contents Custom Table of Contents Word 2010/2007: References Table of Contents Insert Table of Contents Mac: Insert Index and Tables [Table of Contents] Set Table of Contents options: Choose Format for this demo, choose From template Show levels indicate number of heading levels to display If available, uncheck Use hyperlinks instead of page numbers (to avoid formatting issues) Note: You can insert a TOC at any time without worrying about making changes to your document because you can update your TOC at any time (see next slide). In fact, before submitting your final version, make sure your TOC is updated.

16 Table of Contents: Update Updating Methods (PC) Position cursor in TOC & press F9 Right-click in TOC & choose Update Field References Update Table (in Table of Contents area) Updating Methods (Mac) Ctrl+click or 2-finger click in TOC & choose Update Field Updating Options Update page numbers only Update entire table also updates text

17 Table of Contents: Warning Do not change text directly in TOC because it will be overwritten by text in headings when TOC is updated

Table of Citations Table of Citations = Table of Authorities

19 Table of Citations: Example 11 Statutes Cir. R. 28-1(e): The Table of Citations shall... contain asterisks in the margin identifying citations upon which the party primarily relies. 28 U.S.C. 1291 (2006)................. 2 U.S. Supreme Court Cases * Marek v. Chesney, 473 U.S. 1 (1985)............... 3, 5, 6, 9 Sibbach v. Wilson & Co., 312 U.S. 1 (1941).................. 4, 6 U.S. Court of Appeals Cases * Collins v. Thompson, 679 F.2d 168 (9th Cir. 1982).............. 5 Notes: Alphabetical order within each category; Citations to the record are not included

20 Table of Citations Two methods of creating: Manual Automatic

Manual Tables: Tabs Also works for Table of Contents To line up the page #s on the right margin, use a right-aligned tab with leading periods To set up this type of tab, follow these steps: Position cursor in paragraph where you want tab Open Tabs dialog box: PC: Home Paragraph dialog box Tabs Mac: Format Tabs Enter Position (6.5" is good position when 1- inch left/right margins), select Right Alignment, select periods as Leader, and click Set 21

22 Manual Table of Citations: Other Paragraph Formatting for Citations Right indent (0.5") Hanging indent (0.25") Widow/Orphan control (on) Keep lines together (on) Left tab (position: 0"; no leader) Tip: Create a new style for citation entries in the Table of Citations

23 Inserting New Line within a Citation Entry Do not just press Enter/Return (called a hard return or hard line break) because it will start a new paragraph with respect to formatting. Use a soft return (soft line break), which will start a new line without starting a new paragraph with respect to formatting: PC: Shift+Enter Mac: Shift+Return

24 Adding Asterisk Changes to paragraph formatting for each citation that requires asterisk: Left indent (-0.25") Hanging indent (0.5") Adding asterisk Insert asterisk at beginning of line (at -0.25") Tab from it to line up citation with other citations (note: may need to turn off automatic bullet) Remove any incorrect formatting from asterisk and tab (e.g., underlining)

Automatic Table of Citations

26 Table of Citations: Steps 1. Set up categories 2. Mark citations 3. Insert table ***Important*** - You should wait until you have finished your brief and have all of your citations in proper Bluebook format before beginning these steps.

27 Step #1: Set Up Categories Open Mark Citations box (even though you are not marking any citations yet): PC: References Mark Citation in Table of Authorities area Mac: Insert Index and Tables [Table of Authorities] and Choose Mark Citation Choose Category Edit current category list to include appropriate categories for your brief (see the Appellate Brief Assignment Memo for instructions on the categories/sections for your Table). Select category to change, enter new text in Replace with area, click Replace button Note: The order in the category list is the order in which the categories will appear in the Table You MUST perform this step before marking any citations because changing the order of categories after marking can cause problems with any citation already marked.

Step #2: Mark Citations Flow Chart 28 Start at top of document & go to first citation that should be in Table Is citation already marked for Table (i.e., has { TA } field)? Go to next citation that should be in Table Is citation a full citation and the particular authority has not been marked in full elsewhere in document? No Yes No Yes [ LONG MARK ] In Mark Citation box, set all citation information & choose Mark All or Mark [ SHORT MARK ] In Mark Citation box, select appropriate citation from Short citation area & choose Mark

Determine If Citation Is Already Marked 29 If a citation has already been marked, it will have a { TA } field associated to it You can determine whether a citation has a { TA } field associated to it by turning on formatting marks / nonprinting characters (note: these will automatically be turned on when you mark your first citation) For more information on { TA } fields, see slide titled { TA } Field Details

30 Mark Citation Box To open Mark Citation box: PC: References Mark Citation in Table of Authorities area Mac: Insert Index and Tables [Table of Authorities] and Choose Mark Citation Keyboard Shortcut to open Mark Citation box: PC: Alt+Shift+I Mac: Alt+Shift+Command+I

31 Long Mark : Full Citation AND Authority Not Marked in Full Elsewhere in Document Set all citation information Selected text enter text that will appear in the Table (don t forget to remove pinpoint pages) Note: You should highlight the actual citation before going into the Mark Citation box, because it will then appear in this field and you will not have to type in the entire citation Category select appropriate category for citation Short citation enter part of short cite used for authority (e.g., Hubbard, 372 A.2d at) Choose Mark All or Mark If you choose Mark All, Word will search rest of document for Short citation and, if found, will mark citation Note: you can choose Next Citation to search for next citation in document, but it may not find all citations

Short Mark : Short Citation OR Authority Marked in Full Elsewhere in Document 32 Select the appropriate citation from the list in the Short citation area After selecting a citation from the list, the long citation it is associated with will appear in the Long citation area so that you can verify that you have selected the appropriate short citation Choose Mark Note: you can choose Next Citation to search for next citation in document, but it may not find all citations Bluebook Tip: If you encounter a short citation but the authority has not been marked, in full, earlier in document, the use of a short citation is likely incorrect because there is no previous full citation

Verify Markings for Citations After marking last citation and reaching end of document, verify that all citations to be included in the Table have been marked correctly (because Next Citation option may not find all appropriate citations): If a citation does not have a { TA } field, mark the citation according the flow chart instructions Each citation should have only one { TA } field, so delete any extra { TA } fields, including the brackets, from a citation (note: if you re unsure which fields to delete, you can delete all of them and re-mark the citation according the flow chart instructions If a citation is marked incorrectly (i.e., there is an error in the { TA } field), you can correct the { TA } field or delete it, including the brackets, and re-mark the citation according the flow chart instructions Note: each particular authority (e.g., a case) should have only one full { TA } field; subsequent citations to that authority should have a shortened { TA } field (see next slide for details) 33

34 { TA } Field Details After setting all citation information in Mark Citation box, a full { TA } field will be added (you can see this field if Show All Formatting Marks/Nonprinting Characters is turned on). For example: Commonwealth v. Hubbard, 372 A.2d 687, 697 (Pa. 1977){ TA \l Commonwealth v. Hubbard, 372 A.2d 687 (Pa. 1977) \s Hubbard, 372 A.2d at \c 2 } \l = long citation (this is what appears in Table) \s = short citation (this is what links subsequent short markings to this long one) \c = category (number corresponds to order of categories, with 1 being first/top) After selecting an existing citation in Short citation area of Mark Citation box (e.g., to mark an id.), a shortened { TA } field will be added without the same level of detail as the full { TA } field. For example: Hubbard, 372 A.2d at { TA \s Hubbard, 372 A.2d at } Corrections can be made to the { TA } field, or you can delete it, including the brackets, and re-mark the citation [note: you may then need to make changes to other { TA } fields for citations to same legal authority].

35 Step #3: Insert Turn off formatting marks / nonprinting characters Position cursor at location for the Table Choose to insert Table: PC: References Insert Table of Authorities Mac: Insert Index and Tables [Table of Authorities] Set Table options: Choose Format for this demo, choose From template Select Category All Note: If Use passim is turned on, the word passim will appear instead of page numbers for a citation if that citation appears on five or more pages in your brief.

36 Update Specific Category Updating Methods (PC) Position cursor in specific category & press F9 Right-click in specific category & choose Update Field Word 2010/2007: Position cursor in specific category & choose References Update Table (in Table of Authorities area) Updating Methods (Mac) Ctrl+click or 2-finger click in specific category & choose Update Field These updating methods apply to only one category at a time, so you must perform this updating function for each category that has changed (see instructions for updating entire Table) If all categories are not displayed in your Table, follow the steps for inserting it (note: do not be afraid to delete the entire Table and re-insert it)

37 Update Entire Table of Citations Click to the left of the Table so that the entire Table is selected Updating Methods (PC) Press F9 Right-click in area to the left of Table & choose Update Field Word 2010/2007: Choose References Update Table (in Table of Authorities area) Updating Methods (Mac) Ctrl+click or 2-finger click in the area to the left of the Table & choose Update Field (if this does not work to update the entire table, see instructions for updating specific categories)

Auto Table of Citations: Warning 38 Do not change text directly in Table because it will be overwritten by the markings when Table is updated

39 Possible Printing Issue When you set up categories for Table of Citations, they are not assigned to the specific document; they are assigned globally to Word on your computer. Solutions: Don t update fields on printing computer Lock Table of Citations (see Miscellaneous slide on locking fields) Note: For either solution, you must finalize paper on your computer first and not make any changes on printing computer

Miscellaneous

41 Locking Fields Lock Fields* Select field(s) to lock PC: Ctrl+F11 Mac: Cmd+F11 Unlock Fields* Select field(s) to unlock PC: Ctrl+Shift+F11 Mac: Cmd+Shift+F11 * If F11 is assigned to a key that has another function, you may need to also press Fn key

Common Errors Do not panic if your Tables are initially incorrect. Determine the errors in these tables to help you understand how to fix them. For example: Automatic Table of Contents If there is an entry in your Table that should not be there, that in your main text is incorrectly assigned to one of the heading styles. Go to that in your main text and assign it to the Normal style. Then update your Table. Automatic Table of Contents If an entry is not showing up in your Table, that in your main text has not been assigned to the appropriate heading style. Go to that in your main text and assign it to the appropriate heading style. Then update your Table. Automatic Table of Citations If an entry is incorrect or missing, go to the citation in your main text and check the { TA } field. You may need to check the { TA } fields for all of the citations to that particular legal authority to determine the error. Make corrections in the { TA } fields or delete them and re-mark the citations. Then update your Table. 42

43 Final Notes Help in Word (F1 on PC; Help Word Help on Mac) Demo file & presentation: http://dionneanthon.com/workshop2017.html Comments: danthon@fiu.edu