SPRING IMMERSION 2013 TECHNOLOGY

INFORMATION & HELP

 

A critical goal in the Spring Immersion Program is that students learn confidentiality management with respect to the exchange of documents. This skill requires the awareness of and the use of basic features of technology. Please follow all steps and procedures carefully and accurately.

 

STUDENTS - STEPS TO FOLLOW

 

a. Use Outlook.com (your "@law.wlu.edu") email.

 

 

 

b. Update Word to 2010 (PCs) or 2011 (Macs). This software is free for you via the law/technology page under software downloads.

 

 

c. Create inbox rules to organize Immersion documents that come to you. You should first create an "Immersion" folder. Then create two sub-folders named "Announcements" and "Materials." Next, create two rules--One rule should cause inbound messages with "materials" in the SUBJECT LINE to route to the "Materials" folder you created within the Immersion Folder; the other rule that you create causes inbound messages with "announcements" in the SUBJECT LINE to route to the "Announcements" folder you created within the Immersion Folder. (Please see diagram below for folder structure.)

To create an inbox rule, login to outlook.com. Underneath your name, choose "Options--> Create Inbox Rule--> New Rule--> Subject contains "(desired term)."

 

 

d. Review the Document Exchange Criteria (below) in detail!

 

 

For technology HELP, email lawtech@wlu.edu for your quickest response.

 

 

Document Exchange Criteria

Please see below for specific information for how to properly exchange documents both internally and with the other side.

 

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")
Students--Create Inbox Rules for Outlook.com
Students--Create Inbox Rules for Outlook.com
Access the STABLE
Access the STABLE
Get Technology HELP
Get Technology HELP

 

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 print out the document, I can tell there is no metadata 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.
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.
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.