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Best Practices for Formatting Word Documents

By Roberta Gelb
August 02, 2013

I am always amused but never surprised when I examine the Word documents at most law firms. Years ago, I wrote an article that showed that it could cost $800,000 a year to edit poorly formatted documents.

Most law firms will say that their users “know” Word. The reality is that most of the documents we have seen could be improved dramatically. Unless you lift the veil and look beyond the printed document, you won't know that you have a “bad” document. A bad document is a complex document that requires undue, excessive editing time. A poorly formatted brief with a Table of Contents, a Table of Authorities, requiring section breaks and restarting of page numbers would be included in this category.

Why is Word document formatting so important in law firms? Although the casual user may find Word “easy to use,” legal documents are complex and often challenging. To use Word effectively to create legal documents, the user often requires the use of styles, footnotes, multiple level paragraph numbering, tables of contents, and multiple sections with different first page headers or footers.

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