Remember when you got your driver’s license? Suddenly, you were able to go places and do things you couldn’t do before. Technology changes — and even changes in perso Ever wonder why your key-board has a key that looks like the Microsoft Windows logo? Did you ever click it accidentally and have the Start menu open? Do you know what other Windows shortcuts are available with letter combinations? What other easy tips and tricks are you missing that could save you time and effort?
While working with a client the other day, I pressed the Windows logo key and the letter F to search for files on her workstation. She immediately asked, “How did you do that?” I explained the steps. Pressing the Windows logo key - it's usually to the left of the space bar on most keyboards - and tapping the letter F opens the Windows Search for a File Find function. Pressing the logo key along with the letter E accesses Windows Explorer (also known as My Computer). Press this magic key along with the Break key and you'll get to the Device Manager for troubleshooting hardware problems. Combining the Windows logo key with the letter D takes you to the Windows desktop; add-ing the letter M minimizes all open program windows. Need quick ac-cess to the Windows Run dialog box? Add the letter R to the Win-dows logo key. This is a handy one for people who've recently switched to a Vista-based system, since the Run command no longer is directly on the Start menu. (You can type a command directly into the “Start Search” box on a Vista machine.)

If you have an aversion to using the mouse but must use it regu-larly to right-click in applications, look to the right of the spacebar on the keyboard. There's a key with a picture that looks like lined paper with an arrow. Pressing this is the equivalent of right-clicking the mouse.
Learn the keyboard shortcuts for frequently used functions. One of the real benefits of the Windows environment is that vendors have adopted consistent approaches to common functions. For example, CTRL+P brings up the print dialog box in virtually every Windows program. Some others include:

CTRL+S - Save
CTRL+C - Copy selected text
CTRL+X - Cut selected text
CTRL+V - Paste selected text
CTRL+N - Create new docu-ment, time entry, database record, etc.

Saving strokes

For some really handy short-cuts, look at lists like those at http://productivity.ben61a.com/windows/vista-shortcut-keys.php. People often use many keystrokes or mouse clicks to switch between open documents or between open programs. CTRL+F6 works in both Word and WordPerfect to switch between open documents while ALT+Tab in Windows lets you “flip” through open programs. In Vista, use the Windows logo key and Tab using the 3D Aero look.

In most Windows programs, se-lecting functions from the pull-down menus across the top of the program will show the shortcut keys for its main functions. To se-lect menu options, press ALT plus the underlined letter of the menu selection, e.g. ALT+F to display the File menu options. Additionally, in most programs, if you click on the menu title, many programs will then the equivalent keyboard method to perform the same func-tion. For example, if the program has an Open option, you'll usually see CTRL+O as the keyboard shortcut. In Word 2007, which eliminates the drop-down options from the main menus where the shortcut keys usually are listed, use your mouse to highlight func-tions like the Paste icon to see that CTRL+V also will perform that function.

I have no insight into Micro-soft's rationale when it changed the default format for new docu-ments created in Word 2007, Excel 2007 and other products in the suite. For some reason, unless you change the settings, documents created in Word 2007 are saved with a .docx extension instead of .doc. To share documents with cli-ents and others who have earlier versions of Word, you must change the setting in Save under Word Op-tions in the “Office Button.” This replaced the File menu of earlier versions.

Icons

If you prefer icons to keystrokes but no longer see them for fre-quently used functions in Word 2007, you can add those icons to the Quick Toolbar. This is the little toolbar to the right of the Office button on the document's title bar. For example, you may want to add a Print icon, Paste Special (one of my personal favorites since you can paste text into a document without the original formatting) or any other function you use regu-larly. Every option in Word is available to be added to the Quick Toolbar and even the Quick Tool-bar and Ribbon can be moved around.
There are some other helpful settings within Word Options. For example, you can set where to save and open files. Look near the bot-tom of the screen of the Advanced section to share a common loca-tion for firm templates. While WordPerfect has a “Save to Adobe” format for the last few versions, Word has required a third-party add-on or a full copy of Adobe Ac-robat to accomplish the same task. Those using Word 2007 can now download a free add-on directly from Microsoft to add the capability into their copy of Word 2007.

If you must convert in the other direction - from Adobe to Word or WordPerfect - the easiest op-tion is to own a copy of Adobe Ac-robat, not the free reader. Your op-tions will depend in part on both the version of Adobe and the set-tings within the original PDF document. With Adobe Acrobat, you can select File/Save As and choose either text or RFT format. Adobe version 8's Export function lets you save directly as a Word document. (Sorry, there's no op-tion to save directly to WordPer-fect.) If neither of these options produces satisfactory results, try the option in Abobe Acrobat for OCR text recognition. Depending on the source document, you may need to do more or less formatting once you open the file in your word processor.

Wealth of information

The internet has profoundly changed our work and home worlds. Increasingly more soft-ware and information are deliv-ered online rather than on disks or by mail. Whether you want to learn what's new in Vista or your new word processor, or figure out a setting or button on your new smartphone, you generally should head to the web for answers. It boggles my mind how much in-formation vendors have provided to assist us with their products. For example, go to Microsoft.com and browse under Training and then Online Training; you'll find hours upon hours of free tutorials on all its products. That's right, I did say free.

Both the Microsoft and Corel (WordPerfect) sites, among others, include tons of clip art. While you must be mindful of copyright laws, much of this clip art is available without limitations for use on websites, brochures and other documents.

Many leading legal software vendors also offer training videos on their websites. Most companies, because it is much less-expensive, also offer knowledge bases of in-formation to assist users trouble-shooting problems. If you can't find a solution on a manufacturer's website, consider a search in Goo-gle, Yahoo or your favorite search engine for the error message. Of-ten, you'll find useful troubleshoot-ing ideas that may resolve your is-sue.

Browsers

Another whole range of “how did you do that?” tips involve using your internet browser. Both Inter-net Explorer and Mozilla Firefox include handy shortcuts to make your online work easier and more productive. Microsoft followed Mozilla with the addition of “tabs.” If you already have a browser window open and want to keep it handy, you can start a second win-dow without opening your browser again by pressing CTRL+T in the browser to open another tab. Most people have figured out using the back and forward but-tons to go to the previous screen. Less well-known is using History to return to earlier searches within two weeks. CTRL+H works in both Firefox and Internet Explorer to show your online browsing.
Does your browser always open to the manufacturer's website? Do you almost always immediately go to another site? Under Tools or Settings, depending on your browser, you can set the default webpage. If you use Google for most searches, consider adding the Google toolbar directly into your browser for quicker access to search options.

If these aren't enough tips and tricks to help you work faster, con-sider doing a few web searches on the products you use with the search terms “tips and tricks” or “shortcuts” to find even more.
Happy hunting!

Carol L. Schlein is president of Law Office Systems in Montclair, a training and consulting firm specializing in law firm automation. Copies of her previous columns are on losinc.com, which also lists upcoming meetings and training classes. For information, e-mail info@losinc.com or check the website. Schlein formerly chaired the Computer and Technology Division of the ABA Law Practice Management Section and can be reached at carol@losinc.com.

Questions for Carol L. Schlein on law office technology may be e-mailed to New Jersey Lawyer at news@njlnews.com or faxed to (908) 226-0165.