SPRING IMMERSION 2013 TECHNOLOGY

INFORMATION & HELP

 

Faculty - Steps to Follow

Students - Steps to Follow

Use the Outlook 2010 or 2011 Client on your computer OR use the Outlook Client through the Stable. Use Outlook.com (your "@law.wlu.edu") email
Use inbox rules to organize Immersion documents that come to you. Lawtech will configure your inbox for you in ten minutes upon request. Create an inbox rule in Outlook.com for inbound messages with "materials" in the subject line.
There are specific tools and document editing methods prescribed for use in the Spring Immersion Program. There are specific tools and document editing methods prescribed for use in the Spring Immersion Program.
For technology HELP, email lawtech@wlu.edu for your quickest response. For technology HELP, email lawtech@wlu.edu for your quickest response.
You should update Word to 2010 (PCs) or 2011 (Macs). This software is free for you via the law/technology page under software downloads. You should update Word to 2010 (PCs) or 2011 (Macs). This software is free for you via the law/technology page under software downloads.
Mac users cannot configure new Outlook Client rules on a Mac! You must use a networked PC or the Outlook Client on The Stable  
   

Document Workflow Criteria

Downloading Material

Notes

1] Always save original of agreement sent to you by immersion staff; instructor; or other side.

1] use consistent naming conventions; 2] do not make any edits to the original.

2] Create a working copy of agreement ("Save As"--> Rename File)

 
3] Edit working copy. 1] always add the names of both students to working documents; 2] make any edits that are needed and save.

Working Internally

Notes

 

1] Prior to sending draft to Instructor, use Word "Compare" feature to compare your current version with either the original agreement or the prior version returned from your Instructor

 

1] confirm that students' names are in the document; 2] when sending to Instructor, always include your student pair name (1a, 2c, 6c, etc.) in the SUBJECT LINE of the email

Preparing Agreement to Send to the Other Side

Notes

1] Ensure that agreement is free of any confidential metadata, including internal redlining (as a result of comparing agreements), comments from instructor, and "properties" of the document (such as author name and editing time). Use specific "scrubbing" capabilities relative to a Mac or PC.

 

1] How to Scrub a Document; 2] because removing confidential metadata works differently in Office 2010 (PC) and Office 2011 (Mac), you should familiarize yourself with how these features in your software works; 3] Ensure that you have manually removed all comments and internal redlining.

 

Sharing with the Other Side

Notes

1] Prior to sending draft to other side, use Word "Compare" feature to compare your current version with either the original agreement or the prior version returned to you from the other side

 

1] the other side should always receive a redlined version of the agreement properly compared to the prior version sent by them; 2] confirm that confidential metadata has been removed prior to sending.

 

 

PC HOW-TO:

Mac HOW-TO:

Insert a COMMENT
Insert a COMMENT
SCRUB a document
SCRUB a document
Upgrade Microsoft Word (see "Software Downloads")
Upgrade Microsoft Word (see "Software Downloads")
Access the STABLE
Access the STABLE
Get Technology HELP
Get Technology HELP
Faculty--Create Inbox Rules for Outlook Client
Faculty--Create Inbox Rules for Outlook Client
Students--Create Inbox Rules for Outlook.com
Students--Create Inbox Rules for Outlook.com

 

DEFINITIONS & TERMS

Compare Feature (Word 2010 & 2011)

With this feature you can automate the process to cope with the problem of comparing two document versions; also useful when you need to compare two versions of document for viewing detailed changes.

Counterparty Pair

The one Student Pair (OR Team) with whom you and your partner(s) exchange documents related to the case. (Most pairs will exchange locally saved versions of the documents via email.)

Document Distribution & Sharing

Within the Spring Immersion program, document distribution and sharing will be handled through one of these methods:
Email: Immersion Faculty and Staff will email documents, materials and announcements to students; students, in turn, will submit work to their respective instructors through Outlook.com email; alos, each student pair will typically share documents with their counterparts via email attachment after following a specific protocol for document revision and preparation.
Cloud/Direct File Sharing: Student pairs may choose to use cloud storage with shared rights or hand deliver printed copies to counterparty pairs if they wish to do so, but not to instructors unless prearranged with the instructor.

Document Inspector From FILE-->Check For Issues (under Prepare for Sharing), you may select the check boxes to choose the types of hidden content that you want to be inspected.
Document Template A document template contains repeated text, page setup and layout information, and document font specifications. A template saves you the time of having to enter the information and do the formatting each time you begin a new document.
Faculty Section A faculty section is the group of student pairs who report to, and receive comments from, the same instructor.
Hidden Document Data If you plan to share an electronic copy of a Microsoft Office Word document with clients or colleagues, it is a good idea to review the document for hidden data or personal information that might be stored in the document itself or in the document properties (metadata). Because this hidden information can reveal details about your organization or about the document itself that you might not want to share publicly, you might want to remove this hidden information before you share the document with other people.
Instructor Comments The feedback provided to a student pair by their respective Instructor. The most common way that students will access these comments is through the comments feature within the Word document that was submitted to the pair's document library for review. NOTE: Multiple iterations of feedback are the norm.
Redline Document Version A redline document is a quick and easy way to compare all changes between the active standard and the previous version. A redline document shows additions, deletions, and other formatting or content changes between the two versions. Redlines will save you time and ensure that you know exactly what changes were made from one version to the next.
Remove All When scrubbing a document prior to distribution, selecting the "Remove All" option is preferred because this setting will cause any and all hidden data to be removed.
Review Feature The review function allows reviewers to insert their comments within a document, and provides a means for instructors to comment on your work. It also allows a peer editor or the instructor to keep track of the comments and changes made by various reviewers.
Save As The "save as" option is the correct way for student pairs to rename a document prior to making edits or changes.
Scrubbed Document A Word document for which all hidden data and tracked changes have been located through inspection and removed.
Student Pair Two (or three) students assigned to work as a team within the Spring Immersion document preparation exercise. In the SharePoint Immersion site, all members of the "student pair" will have rights to their own document library.
The Stable The virtual desktop service for W&L students, faculty and staff. Also a way to access Internet Explorer for use of the SharePoint Immersion site from PCs or Macs.
   

 

FREQUENTLY ASKED QUESTIONS

What's the difference between the Outlook Client and Outlook.com?

The Outlook Client is part of the Office Software package. Faculty will need to use the Client in order for the inbox rules to sort their students' email work submissions.

Outlook.com is a Microsoft-hosted email solution that has some limited connectivity to our IT managers (for things like password resets and syncs). Unlike the Outlook Client, Outlook.com is a browser application. We recommende Safari or IE.

When I'm off campus, I like the get my faculty email through web access! Why must faculty use the Outlook Client? Faculty must use the Client off campus (available only through the Stable) because of the way that
Give me a break! Do lawyers in firms really have to "scrub" metadata? Someone needs to ensure that confidential client data does not become accidentally disclosed. The "scrubbing" method is widely utilized, among other methods.
Why do students need to use Outlook.com? My student email is forwarded to another email provider. Can't I just keep it that way? We recommend that for simplicity, you work directly through Outlook.com during the Immersion Program. Other solutions would be an independent experiment for you.
I don't see the Review Tab in Word on Office for Mac. What's up? Likely you need to upgrade your version of Office for Mac.
When I go to make comments, there are strange initials or name(s) in the comment. Should I be worried? You may need to personalize your copy of Office.
When I print out the document, I can tell there is no metadate there because the printout is "clean," correct? Not necessarily. One challenge with document metadata is that it can be hidden for printing purposes. However, if the metadata is not removed, you will give it away when you distribute the file to others.
I don't have an internet connection where I am working today. Am I stuck? If you loaded copies of your original documents when you did have the internet, there is some work you can do. Save the original under the new filename and start editing. You will need likely need an internet connection to distribute the file or do most of your work.
   

 

TROUBLESHOOTING

My version of Word is too old! I don't have time to download the new one! What can I do?! If you have an Internet connection, use the Stable. It has Word 2010.
I've emailed lawtech@wlu.edu for help but have no response! What are my options? If your laptop is broken, check out a loaner from the circ desk. If it is after hours, use a public computer.Make sure you have left your contact info (email and phone) in the email to lawtech.
I don't have an internet connection where I am working today. Am I stuck? If you loaded copies of your original documents when you did have the internet, there is some work you can do. Save the original under the new filename and start editing. You will need likely need an internet connection to distribute the file or do most of your work.
I don't see the Review Tab in Word on Office for Mac. What's up? Likely you need to upgrade your version of Office for Mac.
My laptop is broken! What do I do? Check one out at the circ desk or use a public PC.
My partner is slack...they make me do all the work. Can you help? We could, but you'll probably be too busy to get the answer.