Standing Committee on Legal Technology
June 2001 Vol. 8, No. 3
Statements or expressions of opinion or comments appearing herein are those of the editors or contributors, and not necessarily those of the association or committee.
Contents
* Using the Mail Merge feature of Microsoft Word
* Selecting a microphone for use with voice recognition software
* LEXISONE <http://WWW.LEXISONE.COM>
* How to create fractions in Word and WordPerfect without using the math feature
Opinions about the products discussed in this issue are strictly those of the authors. Their opinions do not constitute endorsement or recommendation by the Illinois State Bar Association.
Using the Mail Merge feature of Microsoft Word
By Adrienne Albrecht
In previous versions, the Mail Merge feature of Microsoft Word had so many limitations and was so difficult to use that it was not worth the hassle for any but the most sophisticated users. However, Microsoft eventually fixes most flaws; and they have accomplished a sufficient level of functionality and user friendliness in Word 2000 to make Mail Merge a feature that every law office should exploit.
Mail Merge is a tool in Word that enables the user to combine data from a data document or database and a main document. The Word tutorial books describe the typical use of Mail Merge as mass mailings. The examples are commonly sales or solicitation letters going out to a large group of people. However, that is not the most useful application of Mail Merge in a law office. In a law office, Mail Merge provides a great shortcut to the preparation of both correspondence and legal documents.
Mail Merge require the user to create two documents; a main document and a data document. The two are linked. The main document can also be linked to a database instead of a plain data document. The easiest way to create a Mail Merge document is to open up in Word the pleading, correspondence, or other document that you want to use as a template. At the same time, have in front of you the statistic sheet, questionnaire, or intake form you employ in your office for this type of client file.
From the 'tools' menu, select "Mail Merge." A dialog box will appear. Select "main document." The program will ask you whether you want to use the open document as your main document or create a new one. You should select the open document. Then, you will need to create a data document. A new dialog box will appear with suggested data fields. Most often, you will want to remove all of the ones that Word suggests and add your own. That is where the intake form comes in. You should take each section of the intake form and come up with a short, one word name for that field. Picking the field names is like naming files in the old versions of dos. You must limit the field to one word; but can cheat by using separators like the underline, "_." However, you should try to keep the name short; because there is a limit to the part of the field name that will be visible when you are inputting data. Word used to impose severe restrictions to the number of fields and the length of the data that could be put in each field. Those limitations have been lifted with Word 2000. You can use up to 64 different fields; and the character limit for each cell is sufficiently large to enable entire clauses or paragraphs to fit.
One trick to the creation of the data document is to always include a gender and a number designation for any party or class of persons. This will enable the user to create a document with the correct pronouns and verb tense throughout. For example, in family law litigation, there should be fields such as: "gender_of_client," and number_of_minor_children. In a personal injury case, some useful fields are: "number_of_defendants," "no_of_doctors_seen," and "gender_of_def_driver."
After you have created your data document, it is time to edit the main document. You will notice that Word has added a new toolbar at the top part of the screen. There are two dropdown menus on the left side of the mail merge toolbar. They are: "insert merge field" and "insert Word field." The "insert merge field" menu contains all of the field names from you data document. The "insert word field" menu contains some word fields that are particularly useful in mail merge documents. The easiest way to create a mail merge document is to go through your form highlighting each spot that you will want to insert the data in a given field and pasting in from the "insert merge field" menu. For each verb and pronoun that might vary with the case, the "if...then...else" field enables the user to change the result with the information contained in the data document.
For example, in a Petition for Dissolution of Marriage, a typical allegation is, "There (is/are) ____ child___ born to the parties hereto." In place of the (is/are), the user should select the "if...then...else" from the "insert word field" menu and complete it as follows.
Gender can be handled similarly. However, there are more than two possible results for pronouns related to parties. Corporations and municipalities, for example, are neuter. Sometimes, there is more than one plaintiff or defendant, and that effects the selection of pronoun. Where there are more than two possible pronouns, the solution is to insert a series of if...then...else fields and leave the section after "Otherwise insert this text:" blank. As a result, unless the field matches the selected criteria, the space will be left blank.
Here is an example. Complaints frequently start with language such as: "Now (comes/come) the Plaintiff, _______, and by (his/her/their/its) Attorneys ..." A clever user can automate the verbs and pronouns in this sentence with some creative use of a field named something like "genderofclient." In the "view field codes" mode, the main document would look like this: "Now comes the Plaintiff, and by his Attorneys"
Sometimes, while creating the main document, the user may realize that they have omitted a necessary field. That is a problem that is relatively easy to fix. The user should select the Mail Merge feature from the tools menu and select the option "edit data document." There will be a button to allow the user to "view data source." A file will open that looks like a giant wide table. All of the field titles are in the top row of the table. By inserting a new column to the table and typing the new field name, the user can easily add a new field. The new field should appear in the merge field drop down menu in tbe main document.
Inserting the data is merely a matter of selecting the "edit data document" feature from the mail merge dialog box and following the directions. Depending on the length of the data in each field, it may be easier to type the data into the cells of the source document. Merging the data with the main document is even more fun. First, select the "query options." There are two functions to this option. The selection criteria allows the user to pick which records to merge. Records can be selected based on any criteria the user selects. On those occasions that the user wants to merge multiple records, the "sort" feature works much like the sort feature of tables.
It takes more time to set up a Mail Merge document at the outset. However, once the main and the data document are created; Mail Merge is the fastest and easiest way to generate common pleadings and other documents. That is because it takes substantially less time to fill in a data document than to wait for the computer to ask questions using "ask" or "fillin" fields. Also, it is much easier to make sure that all the verbs are in the proper tense and the pronouns correct.
By Nerino J. Petro, Jr.
I recently encountered a small office that is still using the word processor to prepare bills. In this day and age of computerization and reasonably priced time and billing programs, it doesn't make sense to not take advantage of the technology.
Believe it or not, many lawyers still question whether you really need a computerized time and billing program. The only correct answer today is yes. Time and billing software is a perfect example of the intelligent use of technology to improve the quality of your practice and thereby your quality of life. Even today, many solos and small offices are still hand typing client bills or using a word processor to prepare them one at a time. In order to make a change to a bill, the attorney or a staff member must edit each document, recalculate the amount and re-print the bill for review. This results in a direct loss of billable time for the lawyer who has to spend time in multiple reviews to make changes and verify them, as well as increased staff time that could be better spent on billable work. Using a computerized time and billing package such as Timeslips <http://www.timeslips.com> or PCLaw <www.pclaw. com> or one of the new Web based solutions, or a simpler program such as the time and billing module in QuickBooks Deluxe <http://www.quickbooks.com>. or in a case management program such as Time Matters <http://www.timematters.com>, will result in easier to maintain and more accurate billing records.
Benefits of using a billing specific program are many: the ability to easily create and maintain hourly, flat fee and contingent fee billing records for the same or different clients; allow for the entry of individual time records and automatic bill compilation, thereby speeding up the bill preparation process each month; simplifying entry, review and adjusting of client balances, time entries and payments and automatically updating the entire record without a calculator or client ledger card; providing accurate and rapid account information access for client or court billing questions. All of these are direct benefits of using computerized time and billing software.
Using the concept of individual time slips or timesheet for each client, information is automatically compiled each month into a bill for a particular client. Entries or changes to the account carry through for all future billings and take place immediately. Worksheets and bills are generated faster for review and changes are easier to make, thereby reducing the time your office spends on the billing process. This results in reduced staff costs and more time to work on client matters, providing for more billable time and increased income. If using a time and billing package saves you 30 minutes of your time each month, this translates into 6 hours each year which become available for billable time. At the rate of $125 per hour, this means you can bill an additional $750 a year. Many programs cost less than this, thereby paying for themselves in 12 months or less. From a cost perspective, if using one of these packages reduces staff time spent on record keeping and bill preparation by one to two hours each month, think of what this will save in staff expenses. Your staff will be happier as the entire time and billing process will, after an initial learning curve, becomes easier, more accurate and faster.
Selecting a microphone for use with voice recognition software
By Adrienne Albrecht
Users frequently complain that the same voice recognition software that works wonderfully for others simply will not recognize their voice when they try to use it. Most likely, their frustration is the result of either a deficient microphone, or one that is not compatible with their system. Rather than the brand of software, the key component to successful use of voice recognition software may well be the microphone employed.
Like every other purchasing decision involving computers, the best choice of microphone is dependent on the hardware that the user already has. Unless the user has a high end sound board, they should consider a microphone that has some kind of translator device. The translator converts the input from the microphone to a signal that is easy for the computer's motherboard to recognize. Some companies that have developed that technology are Andrea, Telex and VXI (Parrot). Basically, the translator enables voice recognition technology to work with a lower quality sound board; and eliminates the variances between different sound boards.
Recently introduced microphones utilize the computer's USB port. The USB port is both faster and more powerful than serial or sound ports. Therefore, it has eliminated the need for a battery inside the translator box. However, the extra power demands may be a consideration for laptop users. In addition, many USB headsets require no sound board on the user's computer at all. Because the newer USB headsets take advantage of software configurations built into the operating systems, they will usually not work with an operating system older than Windows 98 Release 2. Therefore, any computer running Windows 95 or Windows NT is not likely to be able to configure a late release USB microphone or headset. Good USB headsets cost $40 to $80. Some examples are Telex H-531, Andreas NC 7100, and VXI Jamaica USB headset.
Another significant feature of microphones devoted to voice recognition is noise reduction. The significance of this feature is dependent on the ambient noise in a lawyer's office. However, even the quietest office will result in page turning becoming words on the user's screen without this technology. This is the most significant different between microphones designed for communications and those devoted to voice recognition. Although there are some new models which attempt to perform both functions well, they are expensive by comparison. A good example is the VXI Parrot 60V-10, which includes a switch to toggle between telephone and voice recognition functionality.
Because voice recognition requires a consistent input to function properly, the best choice for input is a wired headset microphone. Recently, all of the top manufacturers have released models designed to free the user from the confinement of the headset. However, the results are never as precise; and the price starts at $150.
Digital voice recorders also require microphone attachments in order to work well. Fortunately, a company named Buddy Microphones manufactures microphones specifically designed to attach to the Dragon Mobile Recorder, Olympus recorders, and Norcom recorders. Recorders are particularly deceptive; because they resemble so closely the style of dictating with which most lawyers are comfortable. However, the computer's filtering capacity is not anywhere close to a human secretary. Therefore, clear input is essential.
Some of the best sources of information about voice recognition microphones are the Web sites of the software venders. The major companies all have charts of tested and recommended microphones. Other good sources are www.voicrecognition.com and www.microphones.com. The latter two sites have accurate and useful information. However, they are also retail sites with which this author has had no personal experience.
In summary, voice recognition software will work only as well as the quality of the microphone and the compatibility of the system. A high quality voice recognition headset is a worthwhile investment.
LEXISONE
<http://www.lexisone.com>
After settling its litigation with Jurisline, Lexis created a new Web site called LexisOne. Not only does it provide a searchable database covering the last five years in all fifty states and the federal court system for free, it has several other worthwhile features. Naturally, Lexisone appears designed so that users will be so impressed that they click on the fee based part of the site. However, even without incurring any cost, a skilled user can employ the site to perform fast and efficient case searches. Although Lexis has not quite lived up to its stated goal of posting every case the same day as the court publication, they have come close. In Illinois, the maximum gap is about a week; and most cases are posted within a day or two. As one might expect, first and second district cases are posted faster than cases from downstate appellate court districts. Supreme Court cases are invariably posted within three days.
Since the database is limited to the last five years, LexisOne will never replace a monthly subscription for the Illinois legal library. However, it certainly makes searching out of state cases easier and more convenient. Although a large part of the screen is consumed by frames, and it can be distracting to read on line, the cases print out with a minimum of extraneous material. The printed version is not as attractive as the double column format lawyers are accustomed to seeing; but compared to the early cd-rom research programs, the appearance is pretty good.
In addition to searching cases, LexisOne has an extensive legal links section. Over time, it has acquired a cleaner and neater interface and has become more comprehensive. It now contains one of the most thorough legal bibliographies around. Naturally, Lexis gives greater priority to promoting its own products; but it does publish links to competitors. Almost all of the major products and sites are represented. The links are organized in a coherent fashion; and appear to be current. The commercial motivation for this section of the site appears to be getting lawyers to sign up for a listing in Martindale- Hubbell.
LexisOne also contains an extensive section containing forms. Clearly, this site contains nothing more than a sampling. It is clear that Lexis does not intend to provide a free comprehensive forms library. That would put them out of business. In addition, the forms are rarely specific to Illinois. When it comes to forms, Lexisone is akin to receiving free fabric swatches for furniture in the mail. Their primary purpose is to assist the customer in making purchase decisions. Considering the benefits conferred on the users by the site, Lexis deserves favorable consideration. The only question is how long they can continue to keep LexisOne free of charge.
By Hon. Frank Gembala
At a recent continuing Judicial Education program presented by the Illinois Judicial Conference, 62 judges from throughout Illinois who preside over domestic relations dissolution of marriage cases gathered to fine tune and share their collective knowledge on how best to resolve financial issues. An outstanding program was presented by a very learned faculty. We all well knew how important it is to resolve the financial issues quickly and fairly. Often the whole case is settled when the financial issues are resolved to each litigants satisfaction
As we began working in groups on hypothetical fact scenarios which required each team to calculate and justify the division of property including determining the correct amount of child support, allocation of dependency exemptions, award of alimony, if any, I discovered just how helpful FinPlan's Divorce Planner is and how much I missed not having it available to our group. The judges very aptly discussed each statutory requirement: how to arrive at net income; how to apply the appropriate statutory percentage based on the number of dependent children etc; and, certainly, the impact of taxes on what the judge orders must be considered and factored in.
Several judges and therefore several attorneys who practice their trade before these judges were unaware of FinPlan's Divorce Planner. Let me tell you just how helpful and easy this program is to use. I have been using it for about two years. It is easy to install. Simple to apply to any fact situation and really helpful to any judge or lawyer. It makes you apply the appropriate statutory considerations and correctly calculates the tax impact.
Installation: Even though we are required to call upon our informational services department to install any software which I, of course, did, I know I could have done the installation my self. Step 1. Insert the Fin Plan Divorce Planner CD-Rom in the CD-Rom drive of your computer. Step 2. From the Desktop double click on My Computer and then the CD-Rom drive. Step 3. Double click on the Setup.exe icon for Divorce Planner (IL01) and follow the instructions as prompted by the installation program.
System requirements: The hand book that comes with the software cautions that you must be using Windows 95/98/2000/NT to run Divorce Planner. It will not work with Windows 3.11 because it is a 32 bit application. Because it is a large data base application, it will operate best on a PC with a 250Mhz or faster processor. It will run on slower PCs but you may not be satisfied with the performance. My government issued computer in my chambers is fast enough.
Easy use: Start by opening a new file entering a case name or client's name. Follow the boxes as they appear on the screen filling in the data called for. BASIC and ESSENTIAL FACTS such as filing status, head of household, married joint, married separated etc. number of children under 17, (it automatically calculates the child tax credit for you), number of children under 13 (it prompts you to identify the number of children entitled to the child care credit and calculates it for you) . It further advises and cautions you that only the custodial parent can claim the child care credit. The boxes that appear on screen are a boilerplate checklist of all income, facts that impact on cash available for child support, federal tax variables, itemized deductions for income tax and state tax variables. It even prompts you to be aware of new provisions in the tax laws and makes you consider them. For example "new for 2000 in Illinois is a credit of 25% of Qualified Education Expenses (QEE). The maximum credit is $500 per family. QEE are costs over $250 for tuition, books and lab fees at schools their children attend (kindergarten through 12th grade). Private school tuition now gets a tax credit in Illinois."