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IT Training
Summer 2011 – Clerks

Introduction                                   Attachments
Help
                                                  •   When working in an attachment,
Help Desk Email       HelpDesk@Liskow.com             always save it first.
Help Desk Phone       4099                     To attach a document that is locally saved
                                               (My Computer, Desktop) to an email,
Anne’s Email          awheeler@liskow.com
                                               1. Click the Attach File button located in
Anne’s Phone          6125
                                                  the Include group of the Message tab in
                                                  a new mail message.
Outlook
Outlook Main Screen Components



                                               2. Browse to the location of the document
                                                  and click Insert. A copy of the
                                                  document is attached to the email.

                                               To attach a document that is saved in
                                               iManage,

                                               1. Click the Insert WorkSite Attachment
                                                  button on the WorkSite tab.
Creating and Sending a New Message

To create a new mail message,

1. Click the New button.                       2. Navigate to the appropriate document.
                                               3. Choose Insert Link or Insert Copy from
                                                  the Insert Link dropdown.
   A new, blank message opens.

To send a new mail message,

1. Address the message as desired.

   •   Click the To: button to access
       addresses stored in the firm’s Global
       Address List and your Contacts.

   •   Type the address if known.                 •   Insert Link inserts a link to the
                                                      original document in iManage.
2. Click Send. The message sends to the               Inserting a link ensures that users
   recipients.                                        will open and make edits to the

2011 Summer Clerks
original document in iManage. Users            Folders
       outside of the firm or off the firm
       network will not be able to use links.            •    Click the plus sign to the left of
                                                              folders to view subfolders. (Expand)
   •   Insert Copy inserts a copy of the
       original document in iManage.                     •    Click the minus sign to the left of
       Changes made to the copy will not                      folders to close the subfolders.
       be made to the original document in                    (Collapse)
       iManage.
                                                         •    Click and drag emails to move to
4. The document or link attaches to the                       folders.
   email.
                                                                 o Press Ctrl while clicking and
navigation pane                                                    dragging emails to copy
                                                                   rather than move.
The navigation pane provides access to your
Inbox, Calendar, Contacts, public folders             Calendar
and FileSite.
                                                      Access the Calendar by clicking the
   •   Use the vertical scroll bar to move            Calendar button in the navigation pane or
       up and down in the navigation pane.            by clicking the Calendar folder when in
                                                      Folder view.
   •   Click the Calendar, Notes, Contacts
       and other icons to access the named            Views
       features.
                                                      Outlook 2007 has three Calendar views:
   •   Customize the navigation pane by
                                                         •    Day
       dragging the splitter bar up or down
       to view large or small versions of the            •    Week
       buttons.
                                                         •    Month

                                                      Move through the different views by
                                                      clicking the appropriate button at the top of
                                                      the Calendar window.

       Large buttons. Cursor dragging the
       splitter bar.



       Small buttons.




2011 Summer Clerks                              -2-                                         June 2011
Accepting a Calendar Appointment                      Contacts

   •   Click the Accept button in the top             Contacts are Outlook’s version of an
       left corner of a new Calendar                  address book. They contain the Global
       appointment to add it to your                  Address List, which is a list of all of the
       Calendar.                                      people within the firm, as well as any
                                                      personal contacts you’ve added to Outlook.
   •   Click any of the other options to
       Forward, Reply to or suggest an                Accessing
       alternate time for the appointment.
                                                         •   Click the Contacts button in the
Creating a New Calendar Appointment                          navigation pane.

To create a new Calendar appointment,                    •   Click the Contacts folder in the
                                                             navigation pane in Folder view.
1. Double-click the day for the new
   appointment. The new appointment                      •   Click the To: button in a mail
   opens.                                                    message.

                                                      FileSite
                                                      iManage is our document management
                                                      system. It holds and organizes electronic
                                                      versions of our documents. iManage can be
                                                      accessed using FileSite and DeskSite.

                                                      iManage assigns a unique number to each
                                                      document. iManage also stores metadata
                                                      about each document making it easy to
                                                      search for and retrieve the document.
2. Type a Subject, Location and text for
   your appointment.                                  Accessing FileSite
3. Set the Start time and End time
   (uncheck all day event).                           FileSite is accessed via Outlook. It is most
4. Click Save & Close to add to your                  visible in the navigation pane.
   Calendar, OR
5. Click Invite Attendees to invite others to
   your appointment and add the event to
   their calendars.




2011 Summer Clerks                              -3-                                        June 2011
Document Worklist                                   Saving Documents to FileSite

The Document Worklist is a list of the last         To save documents to FileSite,
fifty or so documents you’ve accessed or
saved to FileSite. Click the Document               1. Click the Microsoft Office button.
Worklist to see the documents listed to the         2. Click Save (if you haven’t already saved
left.                                                  the document) or Save As. The Save As
                                                       Options screen opens.




Double-click a document in the Document
Worklist to open it.

Searching for a Document

To search for a document,                           3. Click OK. The New Profile screen opens.
1. Click the Search button on the Worksite
   toolbar.


2. The Search screen opens.




                                                    4. Fill out as much information as possible.

                                                       •   The fields marked by a green
                                                           exclamation point are required.

                                                       •   Click the ellipses button next to any
                                                           item to see a list of the available
3. Click Clear twice to clear information                  entries.
   entered during the last search.
                                                    Client and Matter Numbers
4. Enter the document number, if known,
   in the Document Number field. If you                •   Each client is referred to by a
   don’t know the document number,                         number rather than a name in
   enter as much information as known                      FileSite and some other programs
   about the document.                                     used within the firm.
5. Click OK. The search results display.



2011 Summer Clerks                            -4-                                       June 2011
•   Each case/topic or service worked            Opening and Saving a Document
       on for a client is given a matter
       number.                                      To open a document saved in FileSite,

   •   Matter numbers are dependent                 1. Click the Microsoft Office button.
       upon the client number.                      2. Click Open. The Open screen opens.

If you’re working on something and do not
know the client/matter number, or it isn’t
related to a client/matter, use the general
firm number:

               99980.305
5. Click Save when finished with the                3. Click Document Worklist in the
   profile. The document is saved to                   navigation pane to access a document
   FileSite and available to other users               you’ve recently worked on, or use the
   within the firm.                                    available fields to search for or open
                                                       your document.
Word                                                4. Click Open. The document opens in
                                                       Word.
Templates
                                                       NOTE: The easiest way to open a
By default, Word opens the Normal                      document stored in FileSite is using the
template. You can create many types of                 Document Number.
documents from this template. We also
have memo and letter templates available            To open a document saved on your
for you to use.                                     computer (locally saved),

To access the letter and memo templates,            1. Click the Microsoft Office button.
                                                    2. Click Local Open. The Open screen
1. In Word, click the Microsoft Office                 opens.
   button.
2. Choose New | My Templates.
3. Choose the template you would like to
   use. In most cases, the template will
   have Letter or Memo in the name.
4. Click OK. The template opens and is
   ready for you to use.



                                                    3. Browse to the location of the document
                                                       and click Open. The document opens in
                                                       Word.



2011 Summer Clerks                            -5-                                      June 2011
To save a document to FileSite, see the                   •     Press Tab to increase the indent and
instructions outlined above in the Saving                       move to a higher heading level.
Documents to FileSite section of this guide.
                                                          •     Press Shift + Tab to decrease the
To save a document to your local computer,                      indent and move to a lower heading
                                                                level.
1. Click the Microsoft Office button.
2. Click Local Save.                                   Quick Access Toolbar
3. Browse to the location you’d like to save
   your document in.                                   We have built and installed a customized
4. Name your document.                                 Quick Access Toolbar containing many of
5. Click Save. The document is saved to                the most commonly used commands.
   your computer.

Styles                                                 Quick Access Toolbar Commands

Styles are collections of formatting                   Button       Name       Description
commands grouped together so that they                                         Undoes the last
can be applied all at once rather than                               Undo      command(s), up to 100
individually, using several clicks.                                            commands.
                                                                               Redoes the last
   •     Styles are most often used for                              Redo      command(s), up to 100
         headings and to work with                                             commands.
         automatic outline numbering.
                                                                               Opens a new blank
                                                                  New Blank
                                                                               document, in the
   •     At the firm, we have outline                             Document
                                                                               Normal template.
         numbering setup for 9 different
         levels.                                                               Saves the document to
                                                                               the current location
   •     The Heading/Numbering styles are                                      (e.g., iManage or
                                                                               locally). If the
         available in the Styles area of the
                                                                     Save      document has not
         Home tab.                                                             been previously saved,
                                                                               the Save command
Applying a Style                                                               saves the document to
                                                                               iManage.
To apply a style, click on the style in the
Styles gallery on the Home tab. The style is                                   Opens iManage. Search
applied to the text, or will be once you start                                 or open a document
                                                                               from iManage. To open
typing.
                                                                               a locally saved
                                                                     Open
                                                                               document, use the
                                                                               Local Open command
                                                                               on the Microsoft
                                                                               Office Button.
                                                                               Closes the document
                                                                     Close
                                                                               without closing


2011 Summer Clerks                               -6-                                         June 2011
Microsoft Word.                              width of the screen.
                        Displays an on screen                        Inserts the page
                                                          Page
            Print       image of what the                            number at the cursor
                                                         Number
           Preview      printed document will                        position.
                        look like.                       Format      Opens the Page
             Print      Opens the Print dialog.           Page       Number Format dialog.
                                                         Number
            Send as     Attaches the document                        Styles separators are
          Attachment    to an Outlook email.                         used when two styles
                        Inserts a footnote into                      are needed in a single
           Footnote                                        Style
                        the document.                                paragraph. Click the
                                                         Separator
                                                                     Style Separator button
                        Checks the spelling of
                                                                     to insert at the cursor
                        the document. Spell
                                                                     point.
                        check is automatically
                        running, as it was in                        Inserts the Document
          Spell check                                    DocNum      ID Number at the
                        Word 2003, but the
                        Spell check option                           cursor point.
                        allows you to run a                          Displays the style
                        manual spell check.                          currently in use. Use
           Create       Opens the Envelopes                          the dropdown to
          Envelopes     and Labels dialog.                           display additional
                                                           Style
                                                                     styles. Click on the
                        Inserts a section
            Section                                                  style in the dropdown
                        symbol at the cursor
            Symbol                                                   to apply to selected
                        point.
                                                                     text.
                        Inserts a paragraph
          Paragraph
                        symbol at the cursor
           Symbol
                        point.
             Style      Opens the Style
           Organizer    Organizer.
                        Opens the AutoText
                        Gallery, displaying your
                        most commonly used
           AutoText     entries. Click the
                        appropriate entry and
                        it inserts at the cursor
                        position.
                        Opens the Page and
          Insert Page   Section break palettes.
          and Section   Click the appropriate
            Breaks      break to insert at the
                        cursor position.
                        Expands the current
          Page Width
                        page view to the entire



2011 Summer Clerks                                 -7-                            June 2011

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Summer clerks it training 2011

  • 1. IT Training Summer 2011 – Clerks Introduction Attachments Help • When working in an attachment, Help Desk Email HelpDesk@Liskow.com always save it first. Help Desk Phone 4099 To attach a document that is locally saved (My Computer, Desktop) to an email, Anne’s Email awheeler@liskow.com 1. Click the Attach File button located in Anne’s Phone 6125 the Include group of the Message tab in a new mail message. Outlook Outlook Main Screen Components 2. Browse to the location of the document and click Insert. A copy of the document is attached to the email. To attach a document that is saved in iManage, 1. Click the Insert WorkSite Attachment button on the WorkSite tab. Creating and Sending a New Message To create a new mail message, 1. Click the New button. 2. Navigate to the appropriate document. 3. Choose Insert Link or Insert Copy from the Insert Link dropdown. A new, blank message opens. To send a new mail message, 1. Address the message as desired. • Click the To: button to access addresses stored in the firm’s Global Address List and your Contacts. • Type the address if known. • Insert Link inserts a link to the original document in iManage. 2. Click Send. The message sends to the Inserting a link ensures that users recipients. will open and make edits to the 2011 Summer Clerks
  • 2. original document in iManage. Users Folders outside of the firm or off the firm network will not be able to use links. • Click the plus sign to the left of folders to view subfolders. (Expand) • Insert Copy inserts a copy of the original document in iManage. • Click the minus sign to the left of Changes made to the copy will not folders to close the subfolders. be made to the original document in (Collapse) iManage. • Click and drag emails to move to 4. The document or link attaches to the folders. email. o Press Ctrl while clicking and navigation pane dragging emails to copy rather than move. The navigation pane provides access to your Inbox, Calendar, Contacts, public folders Calendar and FileSite. Access the Calendar by clicking the • Use the vertical scroll bar to move Calendar button in the navigation pane or up and down in the navigation pane. by clicking the Calendar folder when in Folder view. • Click the Calendar, Notes, Contacts and other icons to access the named Views features. Outlook 2007 has three Calendar views: • Customize the navigation pane by • Day dragging the splitter bar up or down to view large or small versions of the • Week buttons. • Month Move through the different views by clicking the appropriate button at the top of the Calendar window. Large buttons. Cursor dragging the splitter bar. Small buttons. 2011 Summer Clerks -2- June 2011
  • 3. Accepting a Calendar Appointment Contacts • Click the Accept button in the top Contacts are Outlook’s version of an left corner of a new Calendar address book. They contain the Global appointment to add it to your Address List, which is a list of all of the Calendar. people within the firm, as well as any personal contacts you’ve added to Outlook. • Click any of the other options to Forward, Reply to or suggest an Accessing alternate time for the appointment. • Click the Contacts button in the Creating a New Calendar Appointment navigation pane. To create a new Calendar appointment, • Click the Contacts folder in the navigation pane in Folder view. 1. Double-click the day for the new appointment. The new appointment • Click the To: button in a mail opens. message. FileSite iManage is our document management system. It holds and organizes electronic versions of our documents. iManage can be accessed using FileSite and DeskSite. iManage assigns a unique number to each document. iManage also stores metadata about each document making it easy to search for and retrieve the document. 2. Type a Subject, Location and text for your appointment. Accessing FileSite 3. Set the Start time and End time (uncheck all day event). FileSite is accessed via Outlook. It is most 4. Click Save & Close to add to your visible in the navigation pane. Calendar, OR 5. Click Invite Attendees to invite others to your appointment and add the event to their calendars. 2011 Summer Clerks -3- June 2011
  • 4. Document Worklist Saving Documents to FileSite The Document Worklist is a list of the last To save documents to FileSite, fifty or so documents you’ve accessed or saved to FileSite. Click the Document 1. Click the Microsoft Office button. Worklist to see the documents listed to the 2. Click Save (if you haven’t already saved left. the document) or Save As. The Save As Options screen opens. Double-click a document in the Document Worklist to open it. Searching for a Document To search for a document, 3. Click OK. The New Profile screen opens. 1. Click the Search button on the Worksite toolbar. 2. The Search screen opens. 4. Fill out as much information as possible. • The fields marked by a green exclamation point are required. • Click the ellipses button next to any item to see a list of the available 3. Click Clear twice to clear information entries. entered during the last search. Client and Matter Numbers 4. Enter the document number, if known, in the Document Number field. If you • Each client is referred to by a don’t know the document number, number rather than a name in enter as much information as known FileSite and some other programs about the document. used within the firm. 5. Click OK. The search results display. 2011 Summer Clerks -4- June 2011
  • 5. Each case/topic or service worked Opening and Saving a Document on for a client is given a matter number. To open a document saved in FileSite, • Matter numbers are dependent 1. Click the Microsoft Office button. upon the client number. 2. Click Open. The Open screen opens. If you’re working on something and do not know the client/matter number, or it isn’t related to a client/matter, use the general firm number: 99980.305 5. Click Save when finished with the 3. Click Document Worklist in the profile. The document is saved to navigation pane to access a document FileSite and available to other users you’ve recently worked on, or use the within the firm. available fields to search for or open your document. Word 4. Click Open. The document opens in Word. Templates NOTE: The easiest way to open a By default, Word opens the Normal document stored in FileSite is using the template. You can create many types of Document Number. documents from this template. We also have memo and letter templates available To open a document saved on your for you to use. computer (locally saved), To access the letter and memo templates, 1. Click the Microsoft Office button. 2. Click Local Open. The Open screen 1. In Word, click the Microsoft Office opens. button. 2. Choose New | My Templates. 3. Choose the template you would like to use. In most cases, the template will have Letter or Memo in the name. 4. Click OK. The template opens and is ready for you to use. 3. Browse to the location of the document and click Open. The document opens in Word. 2011 Summer Clerks -5- June 2011
  • 6. To save a document to FileSite, see the • Press Tab to increase the indent and instructions outlined above in the Saving move to a higher heading level. Documents to FileSite section of this guide. • Press Shift + Tab to decrease the To save a document to your local computer, indent and move to a lower heading level. 1. Click the Microsoft Office button. 2. Click Local Save. Quick Access Toolbar 3. Browse to the location you’d like to save your document in. We have built and installed a customized 4. Name your document. Quick Access Toolbar containing many of 5. Click Save. The document is saved to the most commonly used commands. your computer. Styles Quick Access Toolbar Commands Styles are collections of formatting Button Name Description commands grouped together so that they Undoes the last can be applied all at once rather than Undo command(s), up to 100 individually, using several clicks. commands. Redoes the last • Styles are most often used for Redo command(s), up to 100 headings and to work with commands. automatic outline numbering. Opens a new blank New Blank document, in the • At the firm, we have outline Document Normal template. numbering setup for 9 different levels. Saves the document to the current location • The Heading/Numbering styles are (e.g., iManage or locally). If the available in the Styles area of the Save document has not Home tab. been previously saved, the Save command Applying a Style saves the document to iManage. To apply a style, click on the style in the Styles gallery on the Home tab. The style is Opens iManage. Search applied to the text, or will be once you start or open a document from iManage. To open typing. a locally saved Open document, use the Local Open command on the Microsoft Office Button. Closes the document Close without closing 2011 Summer Clerks -6- June 2011
  • 7. Microsoft Word. width of the screen. Displays an on screen Inserts the page Page Print image of what the number at the cursor Number Preview printed document will position. look like. Format Opens the Page Print Opens the Print dialog. Page Number Format dialog. Number Send as Attaches the document Styles separators are Attachment to an Outlook email. used when two styles Inserts a footnote into are needed in a single Footnote Style the document. paragraph. Click the Separator Style Separator button Checks the spelling of to insert at the cursor the document. Spell point. check is automatically running, as it was in Inserts the Document Spell check DocNum ID Number at the Word 2003, but the Spell check option cursor point. allows you to run a Displays the style manual spell check. currently in use. Use Create Opens the Envelopes the dropdown to Envelopes and Labels dialog. display additional Style styles. Click on the Inserts a section Section style in the dropdown symbol at the cursor Symbol to apply to selected point. text. Inserts a paragraph Paragraph symbol at the cursor Symbol point. Style Opens the Style Organizer Organizer. Opens the AutoText Gallery, displaying your most commonly used AutoText entries. Click the appropriate entry and it inserts at the cursor position. Opens the Page and Insert Page Section break palettes. and Section Click the appropriate Breaks break to insert at the cursor position. Expands the current Page Width page view to the entire 2011 Summer Clerks -7- June 2011