Collaboration Tools in Microsoft Word

Did you know that Microsoft Word has built-in collaboration tools? 

Word supports real-time chat and co-editing of documents online. Ready to start?  All you need is Microsoft OneDrive and Word 2016

Follow these steps:

  1. Save your document to OneDrive.
  2. Open your document in Word.
  3. Select Share on the ribbon (top right).
  4. Choose a contact to collaborate with by entering a name, email address, or searching your address book.
  5. Can edit permissions will be selected automatically in the drop-down. If desired, change to Can view instead.
  6. Add a message (optional).
  7. Click Share.

The “share” navigation pane in Word will display who owns the document, who can edit the document, and who can view the document.

On the receiving end, the person invited to edit your document will receive an email with the subject line, “I shared [name of document] with you in OneDrive.”  (A piece of advice: we live in an age of malware, so let your collaborator know the document is coming.)

Co-editing in Word

After you share your document, you can collaborate on that file at the same time with others.  Microsoft recommends working together in Word Online to see real-time changes. Colored flags will show you exactly where in the document each person is working.

Color flag in Word Online as you co-edit

Chat in Word

When editing together online, select Chat to open a chat window.  Type your message and press Enter to send.

Chat history is not saved when you close a document.  If the chat conversations are important, use copy and paste to preserve them: click in the Chat box, hit <Ctrl A> to select all, followed by <Ctrl C> to copy.  Open a new Word Document, paste the chat history using <Ctrl V>, save, and close.

Using Chat vs. Comments

Microsoft suggests using Chat when you want to communicate with others immediately, for example, to ask a quick question or divide sections among the co-editors.

Use Comments (on the Review tab on the ribbon) when you want to attach a comment to a specific selection within the document, such as when you need to ask if a word or phrase should be changed. Comments are saved with the document and can be replied to, marked as done or deleted.

All Rights Reserved 2018 Beverly Michaelis

Tips from Your Local Courthouse about eCourt

The latest eCourt Open Hours held by Oregon’s Fourth Judicial District revealed some useful tips and reminders.  The session was recorded by the Professional Liability Fund and is available on the PLF website as eService for Criminal Filings. 

Whether you practice criminal or civil law, there are good lessons to be gleaned from this presentation:

Service

  • Adding yourself as a service contact is required: “At the time of preparing the filer’s first eFiling, a filer must enter in the electronic filing system the name and service email address of the filer, designated as a service contact on behalf of the party the filer represents.”  UTCR 21.100(2).  You must attach your service contact information to every case the first time you eFile into a matter.
  • Until the other side appears and adds itself as a service contact, you must use conventional methods of service. Reminder: you cannot add the opposing party as a service contact to accomplish eService.
  • In criminal cases, the defense may be the first side to “appear.”  If this is true, use conventional service methods until the district attorney eFiles into the case.  In some counties (Deschutes), the district attorney’s office may file a “Notice of Acceptance of eService” at inception.  In such cases, eService is permissible.
  • To accomplish service in the Tyler Odyssey system, change your selection from eFile (the default setting) to eFile & Serve. Avoid multiple methods of service – they are a waste of time.
  • It is permissible to use a generic Certificate of Service where you check a box indicating the method of service (eService, personal service, etc.)
  • For what to include in a Certificate of Service, see UTCR 2.020 or the form below.  Other sample certificates were shown during the eService for Criminal Filings presentation, recorded by the PLF.

CERTIFICATE OF SERVICE

I certify that I eServed the within (Name of Document) on the following person(s) at the party’s email address as recorded on the date of service in the eFiling system:

(Name of Person Served)
(Title of Party, such as Attorney for Plaintiff)

Dated: (Date)

(Insert signature line)

eFiling Tips

  • Complete the “filing on behalf of field” so court staff and others know which party filed the document.
  • File Certificates of Service with the document being served.  UTCR 21.040(2), requiring unified, single PDFs.
  • Reminder: the system does not automatically notify filers when a document is filed in a case.

Substitutions of Counsel

If you are substituting in for another attorney, file a Notice of Substitution not a mere Notice of Representation. Include:

  • The date of any scheduled trial or hearing.
  • Serve the substitution on the current attorney and opposing party/attorney.
  • Attach a Certificate of Service (filed with the notice as a single unified PDF).
  • Add yourself as a service contact in the case.  UTCR 3.140(1).

eCourt Notifications

Use the “admin copy” area of eFile & Serve to add email addresses for others in the firm who wish to be copied on documents filed in the case.

Technical Issues

The Microsoft Edge web browser may not be fully compatible with Odyssey eFile & Serve.  If you experience problems, try Chrome, Microsoft Explorer, or another browser.

All Rights Reserved 2017 Beverly Michaelis