UNIT 7: Using Excel in the Law Office

Midterm Questions?

Overall, the class did a nice job on the written assignment.

Common Problems:

1.Too conclusory2.Not reading the assignment carefully3.Formatting problems

This Week’s Assignment

You should be working on your three-part assignmentPart 1 deals with the things you learned in Unit 6 about using

Microsoft Word and implementing the security features on the motion as well as utilizing the template.

Part 2 deals with creating an Word Template, cutting and pasting, using .pdf format and conforming/proofreading your work.

Part 3 asks you to record the time spent in creating these documents and works on your skills in Excel.

Questions? Send them to me by email.

Using Excel to Organize

• Spreadsheets can be used to calculate and present financial information

• This financial information can be a part of the case, such as with divorce or estate matters, or can be for purposes of presenting a bill to a client.

Online and Program Resources

•Just like with the word processing programs, there are resources available within the program and online as well to help you troubleshoot and learn how to use the software.

•Your text offers the websites where you can access the online resources

Using Excel to Streamline

• Many courts will accept spreadsheets to document information, thereby helping to avoid the need to duplicate information

• Templates are also used for standard matters• Electronic spreadsheets help to reduce errors because

things are calculated automatically instead of manually

Using Excel Day-to-Day

• So, where do you start?• If you are told to create a document in Excel, would you

know where to begin?

Parts of an Electronic Spreadsheet

• Standard terms of a spreadsheet are rows, columns, cells, formula bar, and workbooks.

• Rows are horizontal sets of cells• Columns are vertical sets of cells• Cells are those boxes where horizontal and vertical meet• Formula bar is the area at the top of the spreadsheet where you enter text• Workbook refers to a collection of worksheets• Property bar is similar to the formula bar but appears in Corel’s Quattro Pro

LET’S CREATE A NEW WORKBOOK

• Open Excel • Click the Microsoft Office Button at the upper left. • Click New. • In the New Workbook window, click Blank workbook.

Each workbook starts w/3 worksheets.

CAN YOU RENAME THESE?CAN YOU MOVE BETWEEN

WORKSHEETS 1 and 2?

ribbon

Formula tab Workbook #

Creating an Electronic Spreadsheet

• The checklist provided in your book is a good way to approach organizing or setting up the spreadsheet.

- Ask yourself what you want to do, what you input, what you want to get out of the spreadsheet, what formulas you will use to get there, and how many columns and rows will be needed.

• The labels you use can be in any rows; whenever you place your arrow in a cell and begin typing, that information will appear in the formula bar.

Mathematical Computations

• Basic mathematical computations can be done on the spreadsheet

• Multiply = *• Divide = %• Add = +• Subtract = -• For each of these you use a formula: @sum(A1+B1*C1) OR

you can just click on the AutoSum button (∑)

TRIAL – Calorie Counter• Mei consumed

- 200 Calories at breakfast

- 450 Calories at lunch

- 1100 calories at dinner

• Roberto consumed- 400 calories at breakfast

- 1200 Calories at lunch

- 2500 Calories at dinner

• Total calories consumed per day individually• Total calories consumed per day as a group

Formula same as B2 + B3 + B4 = ?

Click on cell: Enter formula in cell or in text box above

Spreadsheet Security

• Password controlling the spreadsheets is an important way to protect the information contained in them.

• Tutorials are available to educate you on all of the security features that you can use.

• Just like in Word, you can click on the Office button, then Prepare and see all of the different things you can enable.

- For example, you can encrypt a document and create a PW

• Give it a try!

Give It a Try!

• Try opening a spreadsheet right now, entering some text or figures to see what the columns, rows, and formula bar look like! Try adding a column of figures.

• Signal when you are done and if it made sense to you.

What do you think?

• Now that you know what electronic spreadsheets are and the basics of them, what are your thoughts?

• What do you think these would be useful for in a law office?

• What are the ethical considerations associated with using these?

DBDB 1

1. Watch video

2. Explain how a paralegal can avoid a violation of the ethical obligation with regard to fees when the law firm insists on a minimum number of billable hours?

3. Explain why the presentation of accurate financial information critical to the law office?

DB2 1. Create an Electronic Spreadsheet of anything that interests you (e.g., sports

statistics, grocery budget, etc. )

2. After you create the spreadsheet, save it to your computer and then upload it as an attachment to your post. 

3. Don't forget to engage the security features.

4. Review the Electronic Spreadsheet of at least one classmate.

ASSIGNMENT 7: Part 1• In Part 1 you are required to create an informational flyer. This

flyer will help train your colleagues on the topic of "how-to" create secure Excel workbooks and Microsoft Word documents. For example, you will provide information on how to password protect these items.

• In creating this flyer, you need to use one of the Word templates designed for informative flyers. Make sure your flyer outlines the protocols (i.e., required steps or procedures) necessary to secure both Excel workbooks and Word documents. Instructions for completing this assignment can be found in this week's announcements:

Sample flyer: http://www.cdc.gov/h1n1flu/pdf/handwashing.pdf

ASSIGNMENT 7: Part 2 (motion)• Part 2 of this week's assignment (the motion) often

gives folks the most trouble. Here, the attorney sent you information necessary for a motion that needs to be filed. You need to put the information into the correct format so that the court will accept it.

• To complete the Motion to Compel, do this:• 1) open the sample motion which is in .pdf format. You

will need to use a PDF opener (e.g., Adobe) • 2) Use one of the pleading templates to create the

caption. The caption is the box that goes on the top of a legal submission to a court and includes the parties' names, etc. Directions for finding a template are contained in an earlier announcement.

Part 2 Cont'd• 3) Once you locate the correct template, complete the caption using

information provided to you by the attorney (client name, court, etc.). • 4) Cut and paste the body of the motion from the sample provided. • 5) Revise motion to get rid of extraneous materials and include

information related to our client/office. - For example, if language is contained in brackets (i.e. [ . . .]), you will need to get rid of it or change it to conform to your client's case. No brackets should remain in your document.

• 6) Save your work.• 7) Proofread – Is your document professional looking? In proper

format? Contains all relevant information?

Example – Part 2 – Using Sample Motion

Insert court

Insert names of parties, judge, etc.

Fill in blanks with your client's info.

Describe what's missing (e.g., "All items identified in plaintiff's "Request for Production of Documents dated January 14, 2008."

Delete extraneous stuff in brackets or use it to identify what you need to include. No brackets should remain when you are done.

ASSIGNMENT 7: Part 3• Create the Timesheet:• 1. Open the template (located in both DocSharing and

in the assignment itself)• 2. Insert the required information

- make sure to distinguish between billable and non-billable hours.

- the clients will be (1) Mr. King and (2) Administrative

- the project code will be what you did (e.g., research, create flyer, draft motion, etc.)

- the "billable hours" will be the legal work you did for Mr. King

- "other hours" will be the non-billable work (e.g., you did for the office)

• 3. total your hours as required• 4. Proofread your work• 5. Save the file

Part 3 - Example

Insert your personal details

Insert client details

This will be either Mr. King or Administrative

This will be what you did (e.g., research, create flyer, etc.)

Don't forget to use formulae to calculate

hours

Completion – Assignment 7

• Submit all 3 parts to the Dropbox• Let me know in advance if you need an extension of

time to complete

Practice Questions

Practice Question # 1

• What are macros and what is the danger of using them?

Practice Question # 2

• What security features are available in Microsoft Excel?

Practice Question # 3

• What are the different parts of an electronic spreadsheet?

Practice Question # 4

• What resources are there on how to learn how to use Excel or Quattro Pro?

Practice Question # 5

• How would you go about creating and saving a spreadsheet?

Practice Question # 6

• What steps would you take to protect an Excel spreadsheet?