Keith Mack
When it comes to typing up a law case, Microsoft Word is a popular choice for lawyers. It offers a range of features to format legal content, including the ability to instantly find and replace text, convert PDFs, and create tables of authorities. It is important to pay attention to the formatting settings, such as font, margins, and spacing, to ensure the document is readable and accepted as valid. Lawyers should also be cautious when citing sources, ensuring that the table of authorities includes the page number for each citation.
| Characteristics | Values |
|---|---|
| Paper size | Legal paper size |
| Font | No standard font; varies by law firms, courthouses, or the document being drafted. Commonly used fonts include Times New Roman, Century Schoolbook, Georgia, Baskerville, Bookman Old Style, Equity, Tiempos, Verdigris, Century Gothic, Helvetica, Neue Haas Grotesk, Atlas, Concourse, Calibri, Guardian Sans, Seravek, and Fort |
| Font size | 12 pt |
| Spacing | 1.5 or double-spacing |
| Margins | Top margin: 2 inches; Bottom margin: 1 inch |
| Case names | Italicized |
| Citation format | Depends on user preference; can be a dot leader, dashed line, solid line, or no leader at all |
| Table of Authorities | Can be inserted by going to the References tab and clicking on the Insert Table of Authorities button |
| Cross-references | Can be inserted by going to References and clicking on Cross-reference; the Reference type should be changed to Footnote |
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What You'll Learn
Using the right font
When it comes to choosing the right font for a legal document, there are a few key considerations to keep in mind. Firstly, it is essential to ensure that the font is legible and easy to read. Readability is of utmost importance, as it ensures that the audience can easily understand and retain the information presented in the document. Additionally, the chosen font should convey a sense of professionalism and suit the law firm's brand and image.
While there is no universal font that caters to all legal documents, specific fonts have been recognised for their suitability in various legal contexts, such as agreements, letters, briefs, and other legal texts. It is recommended to use a 12-point font size as a starting point and make adjustments as needed for optimal readability. If a 12-point font proves challenging to read, increasing the size to 14 points can be beneficial.
The choice between serif and sans serif fonts is an important consideration. Serif fonts, characterised by decorative tapers or small lines at the beginning and end of letters, convey a classic and authoritative image. They are traditionally used in print media, including newspapers, magazines, and books, and are well-suited for printed legal documents. Examples of serif fonts include Cambria, Georgia, Garamond, Book Antiqua, Didot, Century Schoolbook, Baskerville, and Times New Roman alternatives like Equity, Tiempos, and Verdigris.
On the other hand, sans serif fonts lack these decorative tapers and are considered more modern and accessible. They are often easier to read on screens, making them a popular choice for digital platforms and law firm websites. Examples of sans serif fonts include Calibri, Helvetica, Verdana, Trebuchet MS, Lato, Century Gothic, and Calibri alternatives like Concourse, Guardian Sans, Seravek, and Fort.
It is worth noting that some jurisdictions have established specific court-approved fonts, so it is essential to check the requirements of the particular court or jurisdiction. For instance, the US Supreme Court requires the use of Century Family fonts, while the US Court of Appeals for the Seventh Circuit suggests avoiding Times New Roman. Additionally, licensing considerations may come into play when choosing a unique font to represent your law firm's brand.
In conclusion, choosing the right font for a legal document involves balancing readability, professionalism, and brand image. While there are no one-size-fits-all solutions, selecting from recommended serif and sans serif fonts and adjusting the font size to ensure readability will help create effective legal documents.
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Margins and spacing
In Microsoft Word, margins are set by clicking on the Layout dropdown and selecting Margins. Then select Custom Margins, and you can set the margins for the top, bottom, left, and right. As a rule, the top margin should be two inches, and the bottom margin should be one inch. Most courts in Kentucky require one-inch margins on both the left and right. The appellate courts in Kentucky require 1.5-inch margins on the left. The University of Chicago Law Review recommends that all margins (left, right, top, and bottom) should be 1.5 inches.
Line spacing is another important formatting element where readability is key. Most legal documents use 1.5 or double-spacing. True double spacing will give you more words, and those words will look better on the page. The California Rules of Court state that lines may be either one-and-one-half-spaced or double-spaced.
Justifying on both margins is still an acceptable practice, but if you do so, you must turn on hyphenation in your word processor. Hyphenation will help you avoid unsightly gaps in the text that can occur in documents justified on both sides. These gaps are like tiny speed bumps for the reader's eyes. It is better to have jagged right margins than to have flush right margins with awkward intra- and inter-word spacing.
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Table of Authorities
A Table of Authorities (TOA) is a compilation of all the legal authorities cited in a document. It is a frequently required component of litigation briefs, although the rules vary across different state courts. The TOA typically includes the name of the authority and the page number(s) where the authority is referenced in the document. The authorities are often listed in alphabetical order within each grouping, with categories such as cases, statutes, and other authorities.
Creating a TOA in Microsoft Word can be a complex and time-consuming process, but it can be done manually or with the help of third-party software. Firstly, ensure your document is in the legal paper size, which is preferred by lawyers as it accommodates lengthy details. To do this, go to Layout > Size > Legal.
Next, you can either manually mark each citation in your document or use software to automate this process. To do it manually, select the citation with your mouse or keyboard, then choose the relevant category from the scroll box. Once you've marked all your citations, go to the References tab and click Insert Table of Authorities. Your table will be instantly generated.
Alternatively, you can use software such as Lexis for Microsoft Office, Best Authority, or Clearbrief to automate the process. These programs can integrate with your research platforms, check your citations for conformity with jurisdiction rules, and alert you to any cited cases that have been questioned or overruled.
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Converting to PDF
When typing a law case in Word, it is important to consider the formatting and font size. Legal paper is preferred by lawyers as it allows for lengthy details. To set this up, go to Layout > Size > Legal. While there is no standard font, it is recommended to use a 12 pt font size and Times New Roman or other Serif and Sans Serif fonts.
Once you have completed your law case in Word, you may want to convert it to a PDF. There are several online tools that can help you with this conversion process. Adobe Acrobat is a popular option as it is secure and preserves your document formatting. You can simply drag and drop your Word file, and Adobe will automatically convert it to a PDF. You can then download or share your new file.
Xodo is another online tool that can help with converting Word documents to PDFs and vice versa. It also offers over 30 free tools to review, mark-up, and sign contracts and legal documents.
Another option is to use an online tool that converts PDFs to Word documents, such as ilovepdf.com. This website supports multiple languages and can convert scanned PDFs with non-selectable text into editable Word files using Optical Character Recognition.
Converting a Word document to a PDF is a straightforward process with the help of these online tools. Simply select the Word file and let the tool complete the conversion, preserving your formatting and security.
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Creating cross-references
When typing a law case in Word, creating cross-references is a crucial step to ensure your document is well-organised and easy to navigate. Here are some detailed instructions on how to create effective cross-references:
Understanding Cross-Referencing in Word
Cross-referencing is a powerful tool in Word that allows you to link different parts of your document together. This is especially useful for legal documents, where you might need to refer to specific sections, footnotes, or citations multiple times throughout your case. By creating cross-references, you can easily update or change a reference, and all instances of that reference will be updated accordingly.
Setting Up Your Cross-References
To create a cross-reference in Word, follow these steps:
- Place your cursor at the point in your document where you want the cross-reference to appear. This could be within the main body of your text, in a footnote, or even in a table of contents.
- Go to the "References" tab in your Word ribbon.
- Click on "Cross-reference" to open the dialog box.
- In the dialog box, specify the type of reference you want to create. For example, you can choose to reference a footnote, endnote, bookmark, or another part of your document.
- Select the specific reference you want to link to. For example, if you're referencing a footnote, choose the number of that footnote.
- Customise your cross-reference as needed. You can choose to insert the reference as plain text or as a hyperlink. You can also include additional information, such as the reference's chapter or page number.
- Click "Insert" to add the cross-reference to your document.
Maintaining Consistency with Styles
To ensure that your cross-references are consistent throughout your document, it's a good idea to use styles. Styles in Word allow you to apply formatting to your text with just a few clicks. By using styles for your cross-references, you can easily change the formatting of all your references at once if needed.
For example, you can define a specific style for your footnotes that includes the formatting for the reference number, the font size, and any other relevant attributes. Then, when you create a cross-reference to a footnote, you can apply this style to ensure consistency.
Updating and Managing Cross-References
As you continue to edit and revise your law case, you might need to update or change your cross-references. Here are some tips for managing your cross-references:
- To update a single cross-reference, simply click on the reference and make your changes in the dialog box.
- To update multiple cross-references at once, use the "Find and Replace" feature in Word. This allows you to find all instances of a specific cross-reference and replace them with updated text.
- If you need to delete a cross-reference, simply select the reference and press "Backspace" or "Delete" on your keyboard. However, be careful when deleting, as this will remove the link between the reference and the referenced item.
By following these steps and tips, you can efficiently create and manage cross-references in your law case, making your document more structured and easier to navigate. Remember to utilise the various tools and features available in Word to streamline your legal document creation process.
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Frequently asked questions
To format a legal document in Microsoft Word, first set the paper size to legal paper size. Go to Layout > Size > Legal. Next, choose a font. While there is no standard font, popular fonts include Times New Roman, Century Schoolbook, Georgia, Baskerville, Bookman Old Style, Equity, Tiempos, Verdigris, Century Gothic, Helvetica, Neue Haas Grotesk, Atlas, and Concourse. Set the font size to 12 pt. Set the margins to 2 inches on the top and 1 inch on the bottom, and use 1.5 or double spacing.
First, enter your long citation and short citation. Then, click Mark and continue to the next citation. Place your cursor where you want to insert the Table of Authorities, go to the References tab, and click Insert Table of Authorities.
You can use a free online tool like Xodo to convert a PDF to Word.
Place your cursor where you want the note number to appear. Go to References, then click Cross-reference. Change the Reference type dropdown to Footnote and leave the Insert as hyperlink box checked.
You can use the find and replace text function in Microsoft Word to instantly find and replace text.
