This is one of the first things I learned when I started working for a local government law firm. If you often work with and negotiate agreements, you need to know track changes. Track changes shows all changes you make to a document. You can also make comments and ink a document. In this blog post I’ll show you how to use track changes.
Before you use track changes, make sure you save your original document. Then save it as a different name. I usually call it “documentname redline date.” Sometimes I also write the initials of the person making the changes. To turn on track changes, go in the Review tab and click on Track Changes. You can now make changes to your document. When you add words, they will appear in a different color. When you delete words, they will show as strikethrough. To make comments, click on New Comment. Your comment will show in a balloon. You can also ink your document as if you were writing with a pen or highlighter.
You can play around with the settings based on what you need. You have the option of seeing All Markup, Simple Markup, No Markup or Original. I mostly use All Markup when I revise a document and No Markup to see what the final document will look like. Under Show Markup, you can pick which markup you want to show by clicking on Comments, Ink, Insertions and Deletions, and Formatting. You can also pick what will show in Balloons. Finally you can select which Author you want to see. If you like to see all changes in one place outside of the document, click on the Reviewing Pane.
To make sure the other party doesn’t turn off track changes when editing the document, click on the arrow on the Track Changes button and then select Lock Tracking. Enter a password to lock the document and make sure you remember it. When locked, you can’t accept or reject changes.
Before you finalize your document, save it as a different name ex: documentname Final date. Then you can accept or reject the one or all changes and delete comments. If you review the changes one by one, you can click on the Previous or Next button. You can do the same thing with the comments. When you’re done, turn off Track Changes and review your final document to make sure the formatting is right.
Final Tip: Did the other party make changes to your document without using track changes? Do you want to know what changes they made? Use the Compare tool to find out. You can compare two versions of a document and see the differences in blackline.
Do you have a hard time delegating? It’s understandable because you have always done everything yourself. You are just used to it. However, when you reach the point when you have too much work to do and not enough hours in the day to do it, you need to delegate. Even though you know you should delegate, are you still making excuses not to? These are the most common ones:
I can’t delegate because you are not in my office: As a virtual paralegal, I have heard this one several times. Maybe you feel you don’t have as much control over the work if it’s done outside your office. Or maybe you think it’s quicker to delegate if the person is right in front of you. It’s not when you follow the tips below.
I can do it quicker than you: This may be true at first, but if you delegate the same tasks on a daily basis, the person you delegate it to will get used to it and become faster at it…maybe faster than you.
You don’t work the same way I do: What you should keep in mind here is the end result, not the way used to achieve it.
I can do it because it’s quick and easy: You’re right, but if you combine all the quick and easy tasks you do throughout the day, it amounts to a good chunk of time you could have spent developing leads or doing substantive work.
Delegating is expensive: How much is your time worth? If your time is worth more than the time of the person you delegate to than go ahead and delegate. You will save time and money.
Do you still think your reasons for not delegating are valid? If so, let’s see what the consequences are:
As you can see, there may be risks when delegating, but they outweigh the consequences. If you are finally ready to delegate, here are some tips that may help you:
It’s time to let go and rise above your delegation fears. The end result will be positive for both your business and yourself.
With the advance of electronic filing and paperless offices, attorneys and paralegals use Adobe Acrobat Pro on a daily basis. Not only can you turn a Word document into a PDF, but you can also use it to sign, redact and Bates stamp documents. In this blog post, I’ll show you how to use these tree basic features with Adobe Acrobat XI Pro.
Save time and paper! Instead of printing, signing, scanning and then emailing your electronic document, sign your document directly with Adobe Acrobat Pro. Under Fill & Sign, select Place Signature. You have several options to create a signature:
Redaction is often used for litigation and public record requests. Once done, there is no going back. So don’t forget to save a copy of the original document before you redact it. Under Tools, select Protection and click Mark for Redaction. With your mouse, select the text you want to redact and click Apply Redaction. If you are looking for specific words to redact, use the Search and Remove Text function. You can also change the Redaction Properties if you want to pick a different color or add text over the redacted elements. You can even refer to the Freedom of Information Act and the Privacy Act provisions.
Bates numbering is used to organize and find litigation documents. Under Tools, go to Pages. Click on Bates Numbering and select Add Bates Numbering. On the top left corner of the window, click Add Files. Then you have the option to add files, folders or use open files. Let’s say your documents are already open. Click on Add Open Files. Select which open files you want to Bates number. When you’re done click OK. You can then format the numbering by choosing the font style, size and color. After selecting where you want the Bates numbering to appear on each page, click on Insert Bates Number. Select the number of digits and the start number. Add a prefix or suffix, if necessary, and click OK. A Bates numbering preview will appear. If everything looks good, click OK and Adobe Acrobat Pro will apply the Bates numbering to your documents.
Hope this quick tutorial was helpful. If you have any questions, comment below.
Disclaimer: The content on this website is for informational purposes only and is not intended to be legal advice. Your Paralegal Help Desk's blogger is not an attorney and cannot give legal advice. If you have a legal issue, you should immediately seek the advice of a licensed attorney in your state.