Summer clerks it training 2011

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  • 1. IT TrainingSummer 2011 – ClerksIntroduction AttachmentsHelp • When working in an attachment,Help Desk Email 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 1. Click the Attach File button located inAnne’s Phone 6125 the Include group of the Message tab in a new mail message.OutlookOutlook 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 MessageTo 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 the2011 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 to4. The document or link attaches to the folders. email. o Press Ctrl while clicking andnavigation pane dragging emails to copy rather than move.The navigation pane provides access to yourInbox, Calendar, Contacts, public folders Calendarand 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 theCreating 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 FileSite3. Set the Start time and End time (uncheck all day event). FileSite is accessed via Outlook. It is most4. Click Save & Close to add to your visible in the navigation pane. Calendar, OR5. 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 FileSiteThe Document Worklist is a list of the last To save documents to FileSite,fifty or so documents you’ve accessed orsaved 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 savedleft. the document) or Save As. The Save As Options screen opens.Double-click a document in the DocumentWorklist to open it.Searching for a DocumentTo 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 available3. Click Clear twice to clear information entries. entered during the last search. Client and Matter Numbers4. 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 notknow the client/matter number, or it isn’trelated to a client/matter, use the generalfirm number: 99980.3055. 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 aBy default, Word opens the Normal document stored in FileSite is using thetemplate. You can create many types of Document Number.documents from this template. We alsohave memo and letter templates available To open a document saved on yourfor 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 screen1. 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 andinstructions outlined above in the Saving move to a higher heading level.Documents to FileSite section of this guide. • Press Shift + Tab to decrease theTo 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 Toolbar3. Browse to the location you’d like to save your document in. We have built and installed a customized4. Name your document. Quick Access Toolbar containing many of5. Click Save. The document is saved to the most commonly used commands. your computer.Styles Quick Access Toolbar CommandsStyles are collections of formatting Button Name Descriptioncommands grouped together so that they Undoes the lastcan be applied all at once rather than Undo command(s), up to 100individually, 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 commandApplying a Style saves the document to iManage.To apply a style, click on the style in theStyles gallery on the Home tab. The style is Opens iManage. Searchapplied to the text, or will be once you start or open a document from iManage. To opentyping. a locally saved Open document, use the Local Open command on the Microsoft Office Button. Closes the document Close without closing2011 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 entire2011 Summer Clerks -7- June 2011