Installation and Use of the Firm’s Standard Word Normal Template

Step-by-step instructions to replace your “normal” template on your machine .

The Firm requires that all documents (particularly including court documents and correspondence) follow standardized formatting requirements.

The only way you can adhere to these requirements is to modify your defined styles in Word by installing the “normal” template and use the Firm’s standard letterhead template for correspondence. This Procedure contains the instructions to install and use those templates.

Word “normal” template: Our standard formatting in Word documents is easy to employ if—and only if—you have the Firm’s modified version of the “normal” template installed on your computer. The “normal” template is a file nested deep within Word that contains all of our customized paragraph styles and macros. It provides hot-key functionality to instantly format your document correctly. Use of this template is mandatory!

Firm letterhead template: The Firm’s letterhead template, which you must install on your computer as a “macro-enabled Word template” with a .dotm extension, already has the proper “normal” template. For all other documents, including briefs, memoranda, pleadings and the like, you will need to have the Firm’s standard normal template installed on your specific computer.

Replacing “Normal.dotm” with the Firm standard version:

  1. Download our standard normal template by clicking here.
  2. Click anywhere on your desktop to switch to Finder.
  3. Click [option] while in Finder, and then click “Go” at the top menu. Then click “Library.”
  4. Click your way to the proper location, which is found on this path: ~/Library/Group Containers/UBF8T346G9.Office/User Content/Templates (Word 2016 and later)
  5. Drag your newly downloaded normal template (Normal.dotm) into the folder where you see the old version.
  6. Click “Replace” when the dialogue box appears.
  7. Close Word and reopen Word, then open a new blank document.
  8. Test the function keys to be sure they perform as designed (as detailed in the following section).

Template Headings

At left you see a sample page using our standard format. The function keys are shown in red along the right margin. You can click on the image to enlarge it. Please read the document text, as well as the format keys. The document text will show you how we format the various levels of our headings, our block quotes, and our numbered paragraphs. It is very important that you adhere to this formatting so that all Firm documents have the same look and feel from one lawyer to the next.

We use title case (initial caps for all words, without a period) for both centered first-level headings (which are led with a capitalized Roman numeral and two spaces, and appear in bold-face, 16pt. small cap font) and left-margin headings (which are led with a capital letter followed by a period and two spaces and appear in bold, italicized 12pt. font). All sub-headings below these two levels are in sentence format (capitalizing only the first letter of the first word and other words such as names, places and titles) with a period at the end.

Please note that the text below the headings describes our standard (mandatory) formatting for headings at various levels (such as primary, secondary, tertiary, etc).

 
Note: All documents must be prepared with the Firm’s standard templates. If you create a document that does not use these templates, you’ll be asked to redo that work. The reason for this is that the automatic templates make editing documents much, much less time consuming. Work-arounds (manual formatting or other substitute steps) are not permitted.

Remember that font type, font size and spacing may need to be adjusted to comply with specific requirements stated in rules, practice standards or orders.

Letterhead Template:

  1. You may download the Firm standard letterhead by clicking here.
  2. Modify the name and email, as well as the signature block, for the specific user.
  3. Be sure to use a high-quality scan for the signature.
  4. The letterhead template uses the Calibri Light font, with the function keys adjusted accordingly to provide similar formatting to what is shown above.
  5. Save the document in Word as a “Macro enabled Word template” so that you don’t have to re-use old letterheads.
  6. Click “New from template” in Word to open a fresh letterhead.
  7. Remove the “Draft Copy” label, as well as the other labels from the top right side, as needed.

Memorandum Template:

  1. You may download the Firm standard memorandum template by clicking here.
  2. The memorandum template uses the Times New Roman font, with the function keys adjusted accordingly to provide similar formatting to what is shown above.
  3. Save the document in Word as a “Macro enabled Word template” so that you don’t have to re-use old letterheads.
  4. Click “New from template” in Word to open a fresh memorandum.
  5. Fill in the subject, to and from boxes, then write your memo!
Do not re-use old documents: You may copy text from an earlier-created document, but do not save an old document with a new name and change its contents. You will likely not have the correct template in the document, and you'll also tend to propagate other errors, such as incorrect letterheads.