By Reid F. Trautz
Updated: September 13, 2005

Desktop Tips and Strategies

1. New document comparison tools are now available: Workshare’s Deltaview PE (www.workshare.com) and Read Please 2003 (www.readplease.com) are totally different products, but have similar application for lawyers. Use them to compare documents or proofread your work. Prices start under $100.
2. Want to add text from a web site or other source to an e-mail or Word or WordPerfect document and not deal with formatting issues? Use the Paste Special function. Highlight and “Copy” then place the cursor at the point you want to add it to your document. But instead of clicking the “Paste” icon, go to “Edit” on your toolbar and click “Paste Special” then select the “Unformatted” option. The text will adopt the format of the receiving document and not the format of the web page or other originating source.
3. New Redaction Tool for Microsoft Word 2003: According to our friends in Redmond: This tool makes it easy for you to mark sections of a document for redaction. You can then redact the document so that the sections you specified are blacked out. You can either print the redacted document or use it electronically. In the redacted version of the document, the redacted text is replaced with a black bar and cannot be converted back to text or retrieved. Sensitive government documents, confidential legal documents, insurance contracts, and other sensitive documents are often redacted before being made available to the public. With the Word 2003 Redaction Add-in, users of Microsoft Office Word 2003 now have an effective, user-friendly tool to help them redact confidential text in Word documents. Go to www.microsoft.com and search for “redaction”.
4. Anagram is a great little utility that helps you quickly capture contact information or important events and add the information to Microsoft Outlook with just a few keystrokes. runs in the background com is nice utility http://getanagram.com/anagramoutlook.
5. Use keyboard shortcuts in Internet Explorer, Outlook, Word, and more: Ctrl-O in IE opens an address window; Ctrl-Shift-C opens a new contact window in Outlook; Ctrl-Z cancels your last edit or change in any MS Office application. See your help files in MS Office applications. Print a list of shortcut keys in Word, go to the Tools menu, point to Macro, and then click Macros. In the Macros in box, click Word commands. In the Macro name box, click ListCommands. Click Run. In the List Commands dialog box, click Current menu and keyboard settings. Click OK. On the File menu, click Print.
6. You probably have saved many links in your Favorites in Internet Explorer. Here is a way to get to those sites you use most a little faster. Save a Web site as a Favorite in the Favorites directory and give it a one- or two-letter name. Then you can type those letters into the browser address bar and hit Enter to go to the site. Test it using your law firm web site or Google. Use your firm’s first initial; for Google use “G”. The next time you need to go there, just type G in the address bar and hit Enter. Using this will just save you a few seconds; but it will likely save you a few seconds every day.
7. Writing skills go beyond Spellchecker and the Microsoft Thesaurus. The most-useful, all encompassing on-line dictionary and language aide is www.onelook.com. One look and you will know why!
8. Think Thin? Thin client architecture looks like a LAN, but the user’s terminal communicates with a central server for most significant elements of its functions. A thin client does most of its processing on a central server with as little hardware and software as possible at the user’s location, and as much as possible at some centralized managed site. Ideally the user will have only a screen, keyboard, a pointing device (if needed), and enough computer to handle display and communications. Companies that develop and market these devices include Neoware, Wyse Technology, Sun Microsystems and Hewlett Packard. The benefit is that only one computer (the central server) needs to be secured, updated, and serviced. The user terminals have no software to upgrade or change or processes to protect. The biggest problem is down-time, but that can be easily remedied. Just something to consider on the horizon. For more info, see http://www.infoworld
   .com/article/05/07/14/29FEthin_1.html?s=feature
9. Arguably the best utility ever released by Microsoft is the System Restore in Windows XP. The utility creates “restore points” at periodic intervals that allow a user to restore their computer in the event of a failure such as a hijacking, virus or other malware invasion. In Windows XP, go to Start/Programs/Accessories/
   System Tools/System Restore for more information.
10. Set aside time to take a free on-line training course to improve your skills on Microsoft Office: http://office.
    microsoft.com/en-us/training/default.aspx
11. Are you tired of trying to copy and insert long web addresses (URL) into an email message, only to have it break and not work? Enter Tinyurl.com. This free web based service turns this: http://www.dcbar.org/
    for_lawyers/washington_lawyer/september_2005/
    ethics.cfm Into this: http://tinyurl.com/eymwy
12. What’s in a Name? When working in MS Word it is difficult to know the name or file location of the document on your screen. Be there is a workaround: Open MSWord. The right-click on any of the task bars at the top of the screen. Select “Customize”. The select the “Commands” tab. Scroll down the Commands list to “Web” and click it. On the right you will see "Address." Left click on "Address" and drag it to the task bar where you want it located –maybe just to the left of “Help”. Now you know what you are working on!
13. Creating Form E-mails. Whether you are creating a firm newsletter or are emailing instructions to a client, having an e-mail forms library can save time. Here’s how: In the completed Outlook e-mail, click on File and then Copy to Folder. Save it to the Drafts folder or create one called “Forms.” By repeatedly saving the email you can create slight variations to the greeting or subject line, or whatever you need.
14. Find anything on your computer using a desktop search engine. These handy applications index your computer hard drive and help locate documents, email, photos, Excel files, and much more. Several free products are available: Google DesktopSearch, Copernic Desktop Search, or Yahoo Desktop Search; however, I like X-1 from www.X1.com.

Security Issues and Strategies

15. There is nothing more important in your office procedures than the regular back-up information stored on your computer. Back up means to copy your important computer files (such as client documents, software applications, time and billing data, and e-mail) onto another computer or media that can be accessed to restore data if you computer crashes, the file is corrupted, or your office is destroyed. There are different methods to do this, using a variety of storage options (CD-WR, tape drive, zip drive, mirrored hard drive) and software, such as Norton Ghost (www.symantec.com), Second Copy 2000 (www.secondcopy.com). Backup MyPC (www.stompsoft.com) and Retrospect Backup (www.dantz.com). Whichever method you choose, your office computer should be backed up daily. Also do a periodic test to restore a file to make sure your backup system is working.
16. Mirra, Mirra on the Wall: The Mirra Personal Server is a valuable combination of real-time automatic back-up system and extranet that allows for secure remote access to documents and files, without compromising your network security. A great tool for small and home offices for under $400, from www.mirra.com. For more info, see my review at http://www.abanet.org/lpm
    /lpt/articles/tch08051.html
17. Practice Safe Lex: Safe computing in a law practice requires that lawyers and firms take precautions to avoid viruses, worms, hackers, spyware, and other nasty stuff. Be sure your computers are protected with Anti-virus software, firewall protection, spyware detection software and pop-up killers. In addition to Norton, MicroTrend, and McAfee, well-respected free software programs are available, such as Ad-Aware from www.lavasoftusa.com, AVG Anti-Virus Free Edition from www.grisoft.com, a free pop-up killer included in the Google Toolbar, and WinPatrol, a malware prevention program from www.winpatrol
    .com.
18. Wipe out metadata in MS Word. Metadata is the information the software places in the document that you don’t even know about...but others can find out! This data includes the document history and editing changes. To avoid this problem, always send a document in PDF format or try Metadata Assistant from www.payneconsulting.com
19. Before you donate or throw away a computer, you must protect the client information or law firm data from public disclosure. Simple, but powerful utilities are available to wipe the data from the hard drive, using U.S. Department of Defense standards. Consider using Darik’s Boot and Nuke (http://dban.sourceforge.net), Stompsoft’s DriveWasher, or SDelete from www.sysinternals.com.

Web Sites

20. Need local news or information about a case or client? Go to www.townnews.com for a state-by-state listing of local and community papers that publish a web site version.
21. Elaws is a new service from the Department of Labor, providing interactive information about federal employment laws for workers and small business: www.dol.gov/elaws. Includes items such as printable posters required to be posted in the workplace.
22. Go anywhere with your law practice: Prices for high-end laptops are $1,500 or less; wireless internet service is more widely available and accessible; extended-life batteries and even solar-powered rechargers allow lawyers to roam far and wide. Add a cell phone to the mix and you’ll be asking: Where do I want my office to be today? Try Verizon Wireless’ service or get a list of wireless access points at www.wififreespot.com or www.hotspothaven.com.
23. YouSendIt.com is the solution when your e-mail attachment is too large for the recipient’s e-mail service. Photos, PowerPoint presentations, and some PDF files can be too large and violate your Internet service provider’s attachment rules. By using YouSendIt, the intended recipient can download the file from the YouSendIt server, bypassing the problem caused by their email provider.
24. Forget the stacks of unread magazines, now have them delivered directly to your computer for a fraction of the paper cost. Zinio not only provides an easy interface to subscribe to your favorite magazines, but also has a page-turning utility that replicates the look and feel of reading the paper version of each issue. Check out www.zinio.com.

Gadgets and Tools

25. Turn your iPod into a dictation machine: Any Apple iPod with a dock connector already includes software to record voice recordings. All you need is a recorder: Enter Griffin Technology’s $40 iTalk. Just slightly smaller than a pack of gum, it plugs into the headphone jack and sits on top of the iPod. It’s color-coordinated with the iPod so it looks cool, not geeky. Now, if I use it for work, is it tax deductible…?
26. Visuals play an increasingly important role in human persuasion and information retention. Many people in our society today obtain the vast majority of their information through television screens and computer monitors, making computer presentations an increasingly essential component of an effective and winning courtroom strategy. Generic visual presentations software, such as MS PowerPoint or more legal-specific software, such as Trial Director, can help you organize and display your evidence to persuade the TV generation that now sits in the jury box. For more information, see The Lawyer’s Guide to Creating Persuasive Computer Presentations, published by the ABA Law Practice Management Section. (www.ababooks.org)
27. SnagIt: Ever try to get a good screen shot or print something the way it appears on your screen? Hitting the “Print Screen” key is often less than satisfactory, plus you can’t edit the screen. Enter SnagIt, a $40 utility from www.techsmith.com that allows you to capture any graphic, audio, or video file from the web, as well as screen shots from PowerPoint presentations, text documents, and spreadsheets. A great utility to make your visual presentations a snap to create.
28. Lexar’s USB JumpDrive Traveler: A USB Flash Drive memory unit is a revolutionary way to transport and share files. This tiny device is smaller than a marking pen yet holds up to 1 Gig MG of information-client documents, presentations, photos, or music. Just plug and play into the USB port on any computer! Great for transporting files between home and office, and when you don’t want to lug your laptop! Prices are dropping as we speak, and start under $20.00!
29. Gadgets for Geeks: Where do we start and stop? A retro phone set for your cell phone; a watch with built TV remote control; a Wi-Fi finder; a laser guided slingshot; or a LED belt buckle, just to name a few!
30. VOIP: Internet phone service is here—for some people. Cost-savings and portability are two great reasons to buy. But is it right for you? No 411, and it doesn’t work during a power outage unless you have a battery back-up. See AT&T’s CallVantage www.usa.att.com/callvantage, or Vonage www.vonage.com, or VoicePulse www.voicepulse.com. Cable service providers are also now testing too.
31. The 60-Second Time & Billing Software Update: Timeslips 2005 now integrates with Outlook to help bill for reading and composing e-mail and other tasks in Outlook. Billing Matters. Despite some perceived slippage in the marketplace, it still won the 2005 Law Office Computing’s Readers Choice Award for time & billing. STI’s Tabs3 software was the runner-up. Billing Matters, the companion product to Time Matters is growing in popularity. PCLaw, a long-time favorite, was recently acquired by Lexis-Nexis, although it is too soon to tell what will happen now that PCLaw and BillingMatters are owned by the same company. Other choices for larger firms include Prolaw (from Thomson-West) and Juris.
32. Use a Personal Digital Assistant (PDA). Handheld computers including Blackberries, Palms, and Pocket PCs are serious tools for practicing law. Even the most basic handheld can help make you more effective and efficient. Most PDAs are now converging with cell phones and wireless email devices, for more compact and functional mobile communications and computing. If you do get a converged device, do yourself a favor and get one that is Bluetooth-enabled. Then use a wireless headset to talk while you are looking at your screen.
33. If you are often in court or away from the office, you know how hard it is to remember to enter your billable time into your time & billing program when you finally get back to the office. Even if you do remember, you’ve probably forgotten the exact amount of time, so you round down just to be safe. Losing billable time is a thing of the past with the new PDA software available for PCLaw and Timeslips. These add-on software modules allow you to enter your billable time anywhere, anytime, then when you sync your PDA at the office, the entries are automatically added to your time & billing program. Check out PCLaw Time Entry (TE) module at www.pclaw.com or the Timeslips module at www.iambic.com.
34. SendOutCards is a helpful service that mails out real greeting cards on demand. Pick a card, add your message, fill in the recipient’s name, and a card will be mailed to them for about $2.00. Visit www.sendoutcards.com
35. Mid-range scanners are a desktop hit: Low-end scanners can cause headaches for many small firms seeking to go digital and high-end scanners are just too expensive. Several companies are releasing new scanners that provide the quality, speed and durability required by solo and small firms, but at an affordable price. The Fujitsu ScanSnap and the Visioneer 9750 PDF provide automatic document feeding and automatic scanning to PDF formatted documents, plus other valuable features. Know exactly how you want to use these before you buy, otherwise all you have is an expensive paperweight!
36. Accessing your computer from any remote location is now much easier with a web-based service called GoToMyPC. (www.gotomypc.com). Just download the software and create an account with the company. When you need to check your e-mail or access a document, you just use a web browser from any Internet-enabled computer. The service is approximately $140 per year. Be sure to clear this with your firm=s network administrator! Or try a software solution using MS Remote Desktop preinstalled in Windows XP Pro, or purchase Symantec’s PCAnywhere, or Netopia’s Timbuktu Pro—about $150 one-time purchase. Each of these must be installed on the host and client computers.
37. Mightyphone.com is a new service that allows you to share information between your Outlook contacts and calendar on your PC and your address book and calendar on your cell phone. It’s all done wirelessly without cables or cradlesBall for $34.95 per year. For details or a free demo go to www.mightyphone.com Or try SnapSync from www.futuredial.com or the Cell Phone Data Transfer Suite from Datapilot. Transfer data using their software and a special cable—a one-time purchase for about $60.00.
38. The U’s Department of Labor has developed an Evacuation Plans and Procedures eTool to assist small, low-hazard businesses to develop sound evacuation plans. Now more than ever: http://www.osha.gov/SLTC/
    etools/evacuation/index.html

Research Tips and Strategies

39. Find clients, witnesses, heirs, other lawyers, and just about anyone else, by using Internet-based services such as www.accurint.com, www.choicepoint.com,
    www.rapsheets.com, and www.ussearch.com to name a few.
40. Search the Internet for facts to help you win cases. Factual research is not the same as legal research. Search Usenet groups and Internet search engines (portals) for information, resources, and experts to increase your knowledge to better serve your clients. A great book is the Lawyer’s Guide to Fact Finding on the Internet from the ABA (www.ababooks.org)
41. Just ga-ga for Google. Yes, the search function is terrific, but the new tools and utilities make work life even better. The Google Toolbar resides on your web browser and assists in searches, stops pop-ups, and helps fill-in on-line forms you may need to complete when surfing the web. The Google Web Accelerator is now available. Google Maps is in beta testing, but looks better than anything else on the Internet. By the way, www.googlefight.com is not a Google product!
42. According to Philadelphia law librarian, Gynie Tyburski, the Invisible Web refers to the vast amount of information that is on the Internet, but is not easily cataloged by web-crawling search engines. It is available information if you know how to find it. A great starting point is www.virtualchase.com
43. Zimmerman’s Research Guide is a great free resource now available from Lexis-Nexis: http://www.lexis
    nexis.com/infopro/zimmerman/default.aspx.
44. A word about Blawgs: Blogs (or blawgs in the legal profession) are the latest in rapid information publishing. Many blogs can provide or lead you to excellent information. Blawgs can also be a marketing device for lawyers. See the Washington Lawyer article on blogs: http://tinyurl.com/5s8fv or check out www.blawgrepublic.com, or my own blog, www.reidmyblog.com
45. Zabasearch: www.zabasearch.com is a very simple web site, but a most incredible tool. Find just about anyone. Almost scary.
46. Need to find someone’s cell phone number or even a print-out of a person’s cell phone calls? Check out www.locatecell.com, with prices starting under $100.
47. The most useful government site is www.firstgov.gov, but Google may now have a better solution: www.google.com/unclesam. Need to know the status of a bill pending in the U.S. House of Representatives? Need to contact the Defense Nuclear Facilities Safety Board? Want to know if a toy that injured your client has been recalled by the Consumer Product Safety Commission? It’s just two clicks away on Firstgov.gov or at www.info.gov a site from the Federal Consumer Information Center. These sites can also quickly lead you to state and local government information. Recently launched is www.science.gov for research and data on hundreds of medical, technical, and scientific issues. For everything from the Constitution to quasi-official agencies, check out the US Government Manual from the National Archives www.access.gpo.gov/nara/browse gm 01.html. For government statistics, go to www.fedstats.gov.
48. A search engine so big it probably needs a search engine just to search it. However, www.searchenginecolossus.com covers the world by including search engines from beyond the United States to help improve your international searches on behalf of clients or for your next vacation!
49. Welcome, Mr. Peabody to the Wayback Machine at www.archive.org. Find old versions of company web sites, locate text or pictures to help build your case or argument. A great tool, but web sites can prevent some data from being copied and archived.
50. All work and no play makes for a dull lawyer. Take a mental health break once a day. Relax, look out the window, call a friend or check out a totally useless web site such as http://svt.se/hogafflahage/
    hogafflaHage_site/Kor/hestekor.swf (Click on/off each horse), or waste a few minutes at http://www.njagyouth.org/liberty.htm or www.widro.com/throwpaper.html, or play some classic games at games.yahoo.com. My newest favorite quick diversions are the 30-Second Bunny Theater (www.angryalien.com) and JibJab political videos (www.jibjab.com) have a few laughs, then GET BACK TO WORK!

References to web sites or products are not endorsements or recommendations by the D.C Bar or any entity of the Bar.  Rather, they are examples of the types of information available in the marketplace to practicing lawyers to help them improve their practices and the delivery of legal services to their clients.  The opinions expressed herein are solely those of the author.

______________________________

Reid F. Trautz is the former director of the Practice Management Advisory Service (PMAS) for the District of Columbia Bar. Prior to joining the Bar to create the Advisory Service, he practiced law in a small firm in Alexandria, Virginia for nine years. Reid is a nationally-recognized speaker and author on law practice management topics, including technology, client communications, marketing and client development, and risk management. He currently serves as Chair of the ABA Law Practice Management Section Publishing Board, one of the largest publishers of law practice management books in the U.S.

The DC Bar Practice Management Advisory Service provides free and confidential practice management information and consulting services to Bar members. For further information about these services, call 202-737-4700 x212. Also visit our web page at www.dcbar.org/pmas.

© 2005 Reid F. Trautz. All rights reserved. No other reproduction is authorized without the consent of the author.