MS Office Legal and Corporate - Rules You Need To Know 2 of 2

MS Office Legal and Corporate - Rules You Need To Know 2 of 2



Questions consistently are asked of us concerning why they get a myriad of results in terms of the look of their “Index of Terms, as it relates to unwanted attributes in the finished Index of Terms.  Because they don’t know why things occur, they become frustrated that they can”t seem to count on a consistent look or result.  Let’s clear this up with some rules of the road as per the Index of Terms.

The Index of Terms:

 We are given a rather large document filled with multiple Defined Terms (“NYSE”) as an example.  As you know, Defined Terms establish a “short cut” so that after using the full term such as in our example “The New York Stock Exchange”, after the first full mention of the term, we “define it” and for the remainder of the document, we can refer to that entity in its shortened form thus the use of (“NYSE”) as a “Defined Term”.

When it come to Defined Terms:
The term can be as you see above (“NYSE”), with no attributes.  Depending on attorney preference:

The term can be Bolded.
The term can be Italicized.
The term can be underscored 
The term can be bold and italic or bold and underscore.

I have seen documents with all of the above scenarios for Defined Terms that use attributes.

When we use attributes on Defined Terms, we usually use “Character Styles” to apply the attributes such as bolding to a Defined Term.  By doing so, if the attorney changes his mind, and wishes to change the look of all of the Defined Terms such as Bolding over to Italic:  We can then simply modify the Character Style to immediately update the look of all Defined Terms in the document without having to do so on a 1 X 1 basis.

The Rules:
If you mark an individual term before you ever apply an attribute (under the References Tab-Mark Index), you get an XE Code that shows the marked term free of attributes and NO attributes will end up in your Index of Terms.  This method is preferable.

If you apply a Character Style to a Defined Term and “then” Mark the term, the Character Style attribute “will not” transfer to the Index of Terms unlike a Table of Contents whereby Character Styles transfer to a TOC.

Finally, if you use “Direct Formatting” and apply an attribute to the Defined Term such as Bold, and “then” Mark the term, then, when you run the Index of Terms, the attribute will transfer to your finished Index of Terms.

Now you know how to control the finished product.

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