Affinity Law Office Technology Blog

Word macro makes "paste special" easy

It is not unusual for lawyers and law firm staff to compile new documents from bits and pieces of existing documents or even web pages (such as quoting text from web pages, etc.).  The problem with doing this in MS Word is that the standard Copy and Paste commands bring the formatting of the original document along with the text. 

Savvy users know that the Paste Special option allows them to strip the formatting and paste plain text into the document.  The added plain text will adopt the formatting of the target document, avoiding the need to go back and clean-up formatting inconsistencies.

If you've tried to write a macro to automate the process of pasting plain or unformatted text into a Word document, you know that Word 2003 changes your macro to the standard Paste Default command and brings in the old formatting anyway.  This can be fixed by editing the finished macro to specify that plain text be used instead.

Here are the steps:

1. Open a MS Word document, select some text, and press Control-C to copy it
2. On the Word toolbar, click Tools>Macro>Record New Macro
3. In the Macros dialog box, type PastePlain
4. Click the Keyboard button to open the Customize Keyboard dialog box
5. Verify that the Save destination in the drop-down list is your Normal.dot template (it should be by default)
6. Click in the Press new shortcut key box and type Control-V (or any other key combination, but this will substitute Paste Plain Text for the standard Paste command, which is what you will want most of the time)
7. Click the Assign button, then the Close button
8. When the small cassette-like icon appears on screen, go to the Word toolbar and select Edit>Paste Special and double-click on the Unformatted Text option
9. Click the square stop recording button on the cassette icon to finish recording your macro

Unfortunately, Word has translated these steps into the following macro command:

Selection.PasteAndFormat  (wdPasteDefault)

This command will simply paste formatted text like the standard Paste command.  You need to select Tools>Macro>Macros from the Word toolbar.  Find and select your PastePlain macro in the list.  Click the Edit button.  Just change "wdPasteDefault" to "wdFormatPlainText".  Then press Alt-Q to save the changes and exit the macro editor.  Now your PastePlain macro should work properly whenever you hit Alt-V.  On the rare occasions when you want to preserve the original formatting of the copied text, just use the standard Paste command in Word's Edit toolbar.       

Law office tech bargains for the week of July 29 - August 4

If you need a fast network-ready workgroup monochrome laser printer for your firm, but don't want to spend a fortune, head to Staples for the HP LaserJet P2015DN.  It prints at up to 27 pages per minute, prints on both sides of the page if desired, and connects directly to your network so everyone in the office can use it.  It is only $349.98 after a $150 Staples Easy Rebate.

While at Staples, you may want to pick up one or more APC 550VA batter backup (UPS) units.  These are good for workstations and networking hardware.  Every computer in your firm should be protected by a UPS unit.  This model is only $34.98 after $15 in instant savings and a $15 Staples Easy Rebate.  This is a very low final price for a name-brand UPS unit.   

Will the operating system become irrelevant?

The current (August 2007) issue of Laptop Magazine, perhaps the best mainstream technology publication for lawyers interested in mobile computing, has an article on the 50 best Web 2.0 sites.  Of particular interest is the list of productivity sites ranging from office suites to email to calendaring.  Not mentioned, but beginning to have an impact, are on-line payroll processing sites and even the beginning of time/billing/practice management sites.

What is Web 2.0?  In simplest terms, it describes sites that allow you to run applications from within your web browser instead of on your computer.  This has many advantages.  You don't have the burden of installing and updating the application.  That is handled by the web site owner.  And if you are running any standard browser, your operating system is irrelevant.  You could be on a Windows PC, Mac, Palm Treo, Windows Mobile smart phone, Linux computer, etc.  And you are not tied to any particular computer.  You can typically log into your account from any computer in the world that has Internet access. 

There are also disadvantages.  You must be connected to the Internet to use Web 2.0 applications (although some will have off-line components).  Because speed is often dependent on how fast you are able to connect (and other factors), browser-based applications often run more slowly than locally installed applications.  But new technology, such as Ajax, is beginning to change that. 

And you don't have actual physical possession of your data.  Your files are not necessarily stored on your local hard drive or server (although many Web 2.0 sites allow you to keep local copies of data).  Of course, it is also likely that data stored by a Web 2.0 provider is more secure and better backed-up than data on most solo and small law firm computers and servers.

Over the next few years, as high-speed Internet access becomes available nearly everywhere, we may see the future of law office computing shift from PC and server-based applications to Web 2.0 sites that offer services similar to or perhaps better than today's traditional office suites, email clients, time/billing/accounting programs, practice management software, payroll processing, etc.  Of course, in the legal realm, client and firm confidentiality will be a key consideration.  But that can and will be addressed by on-line services.

Web 2.0 services will give lawyers much greater flexibility in selecting hardware to meet their needs.  If the primary need is for an Internet connection and a browser, almost any device or operating system will do.  This could spell the end of Microsoft's domination of the law office desktop with its Windows operating system.  Comparatively "thin" and inexpensive devices such as the Linux-based $200 Asus Eee could become the notebook PC of choice for mobile lawyers.

The next several years will be interesting times in the world of law office technology and law practice management.  Can you say "paradigm shift"?              

Good deal on large widescreen LCD monitor

There is a legitimate debate as to which is better - one large widescreen monitor or two smaller monitors.  But a single large widescreen may be less expensive and will be simpler to install.  Buy.com has a very nice Samsung 22" widescreen LCD monitor for only $259.95 after a $20 mail-in rebate.  A monitor this size makes it easy to have several applications, or two full-sized word processing pages, open simultaneously.  Samsung monitors are good products, and the user reviews posted on the Buy.com web site for this model are very favorable.       

Strangest USB flash drive yet

We've seen USB flash memory drives combined with MP3 players, pens, and other useful tech-oriented gadgets.  But here is a combo USB flash drive and bottle opener from Cyberguys, one of my favorite sources for cables, connectors, and other tech parts.  A 1GB USB flash drive and bottle opener, appropriately called the Popdrive, will set you back $24.95. 

Eee invasion begins soon

It's coming!  Indeed, it is probably already sailing over the waters of the Pacific Ocean on its way here to be unleashed next month.

It is the Asus Eee notebook PC.  The big news is that it cost only $199 in its initial configuration.  At that price, it won't include Windows XP, but based on the hardware inside, it is capable of running XP if you have a licensed copy laying around.  But to keep costs down to PDA level, Asus preinstalls the Linux operating system. 

The OS has two modes, Easy and Full Desktop.  Easy gives you basics and is ideal for computer novices and children.  It is more like a PDA interface, but with a larger (7 inch) screen.  Full Desktop mode provides a Windows-like experience which is more full-featured and, of course, more complex for novices but simple for veteran computer users.

The hardware mix is interesting in the way it permits a very low selling price.  There is no hard drive, just a durable and fast solid state flash memory drive for storage and (initially 4GB, but larger capacities will be offered later - and there is onboard expansion with a SD card slot).  There is also 512MB of operating RAM.  The processor is a low voltage 900MHZ Pentium M, hence its ability to run XP if you decide to install it.  There is no optical drive, but there are 3 USB ports for connecting external devices such as a CD or DVD drive. 

Other hardware goodies include a VGA-out port that allows you to connect an external monitor or projector (could this be a portable PowerPoint machine?), Ethernet port, modem, and built-in 802.11b/g WiFi.  There is also a built-in web cam and microphone with Skype preinstalled for VoIP calling and video conferencing. 

This may be the right PC for you kids and your parents, and maybe you - if you need a light traveling companion primarily for email, web browsing, and word processing.  Indeed, it could be the ideal remote terminal from which you access your office PC using services such as GoToMyPC or LogMeIn (although I don't know if either service has been tested on the Eee). 

The Eee may hit the U.S. market as early as August.  Expect to add the Eee to your Christmas list for your kids and your parents this year.  You may even want one for yourself, especially if you don't need a full Windows-based notebook PC, but would like a higher level of mobile functionality than you can get from a smart phone.    

Law office tech bargains for the week of July 15-21

In our continuing harping about the benefits of more monitor real estate and its positive impact on law office productivity, here are a few large-screen deals. Circuit City has the Samsung 21" widescreen LCD monitor on sale for $249.99 after instant savings (no rebate).  A bit smaller and much cheaper is the Acer 19" widescreen LCD at Best Buy for only $139.99 after instant savings (again, no rebate).  In between these two in both size and price is the Samsung 20" standard format (not widescreen) LCD monitor for $229.99 after combined instant and mail-in rebates at Office Depot.  Finally, this weeks prize for the largest bargain LCD goes to OfficeMax for its 22" Viewsonic widescreen on sale for $299.99.

If you go to OfficeMax for the large Viewsonic monitor, here are a few other things to check out.  For backup storage, they have the huge 320 GB Maxtor OneTouch III external USB hard drive on sale for only $89.99 while supplies last.  If you need something more portable, the Maxtor OneTouch III Mini USB 160 GB hard drive is on sale for $99.99.

If entertainment is what you are after, OfficeMax has the SanDisk Sansa e280 portable audio and video player on sale for $149.99.  The e280 blows away similarly-priced Apple iPod Nano's in almost every way, including much greater storage capacity, the ability to play videos, a user-replaceable battery, a micro-SD memory expansion slot, a built-in FM radio with the ability to record broadcasts, and the ability to make voice recordings.  And you are not locked into either the iTunes software or store.  It does all of this in a form-factor similar to the Nano, only a little thicker.

If you want to try portable digital music while you exercise, but don't want to spend much money, head to Big Lots For the SanDisk 512MB MP3 player with an LCD readout, FM tuner, and ear bud headphones for only $29.99.  I know a lawyer who uses this model while jogging and is very satisfied with its performance.                

Get email on the go - without a smart phone!

Maybe you don't have a nifty Treo smart phone or Blackberry.  But you can still get your email on the go - on any regular cell phone capable of receiving text messages (which includes nearly every cell phone still in use). 

All you need to do is create a free account with TeleFlip.  I've used TeleFlip for several years to send text messages to my daughter's cell phone directly from Outlook on my PC.  Now TeleFlip is offering a service that will convert emails to text messages and send them to your phone.  Plus, you can decide which email senders (such as only your office or your family) can send messages to your cell phone.  You can even reply to the sender.  Your outgoing text message will be converted by TeleFlip to an email message that will arrive in your recipient's inbox.   

Of course, for this to work, you must give TeleFlip your email account password.  This is a potential security concern, so read the privacy info on their FAQ page first.

Also, text message charges from your wireless carrier will apply.  If you enable this service, you may want to buy a package of monthly messages or an unlimited message plan.  Otherwise, many carriers charge 10 cents or more per text message.   

HP LaserJet rebate blowout at Staples, July 8 - July 14

Staples is offering large Easy Rebates on a number of HP laser printers and all-in-one's useful in law offices.  For example, the LaserJet 1018 personal laser, nice for your office desktop or home office, is just $65 after a $65 Easy Rebate. 

If you want a color laser printer for the price of a monochrome laser, consider the HP LaserJet 1600.  It is half price at $150 after a $150 Easy Rebate.

Or go upscale with color and get a high-speed networkable color laser for half price.  The LaserJet 3600n is only $350 after a $350 Easy Rebate.

Get a great workhorse high-speed monochrome laser for $600 after a $300 Easy Rebate.  The networkable LaserJet P3005DN has duplex printing and can churn out the pages at up to 35 per minute.  This could be the primary laser printer for a small law firm.     

It is worth mentioning that a Staples Easy Rebate are very easy to claim.  Just log onto the Staple's Easy Rebate web site, create a free account (if you don't already have one), then enter a couple of numbers from your receipt.  There is nothing to clip and mail.  Within a few weeks, you will receive your rebate check. 

Free file recovery software an essential utility

No matter how much care we take, an important file will eventually be deleted.  With luck, it will still be in the Windows Recycle Bin.  But what if the file was too large for the Recycle Bin, or the file was deleted from removable media like an external hard drive or flash card (perhaps irreplaceable digital photos from your camera)?

If the space occupied by the deleted file has not yet been overwritten, the file can likely be recovered with the free Pandora Recovery utility.  Pandora Recovery even has a Surface Scan feature that may allow recovery of files from reformatted digital media.

One thing to remember when using Pandora or any file recovery utility is to make sure you set the preferences to write your recovered file to media other than the partition that contains the lost file.  It is possible that the recovery process itself could overwrite all or part of one of the files you are trying to recover.  Deleted files are not truly erased from the hard drive or other media on which they are stored.  Instead, the operating system just deletes its reference to the file, making it appear to be gone.  That file's location is then made available for the writing of new data in its place.  But until new data is written to that file's location on the drive, it may be recoverable.  You should stop using a drive that contains an accidentally deleted file until you can run a recovery utility.  That way you will avoid overwriting the file you are trying to recover.