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OneNote is Microsoft’s best new organizational and collaborative tool, and it can be used across multiple platforms. If you aren’t using OneNote yet, you should learn how it can be one of the most useful tools Microsoft has to offer. On September, 9th, LSNTAP will be hosting a OneNote Webinar with Sandy Rylander who also led the Outlook Webinar a couple of weeks ago.
I recently started using OneNote, and I absolutely agree that it is one of Microsoft’s most useful tools! I guess Sandy’s 5 minute intro at the end of the Outlook training convinced me. It is awesome! I am so much more organized, and it is so easy! I downloaded an app for my phone, tablet, and a Chrome tool that allows me to “Clip” web pages from Chrome directly to my notebook! The best part is that all the information syncs instantly, so I can find anything in one convenient location across all of my devices. Just in case you didn’t notice my excessive use of exclamation points, I am so excited for the OneNote training!
Here is an introduction to the OneNote 101 Course
by Sandy Rylander of Rylander Consulting:
Imagine a central location for all information. A place where you can easily store data for your next business trip, collaborate with your team on work projects, keep notes about meetings and projects as well as integrate tasks with Outlook. OneNote is this place. Microsoft has completely integrated OneNote with the MS Office Suite and Internet Explorer. If I am doing research for a business trip using Internet Explorer and I want to compare various airline prices and schedules, I simply select the flights I want to compare, right click and send them to OneNote. Once I book a flight and a car and receive confirmation notices in my Outlook email I send them to OneNote using the OneNote tool in Outlook. I do the same for any research on restaurants and activities in the area. I have all my notes in one location and I can access them all on my smart phone using the OneNote app!
This is just one example of how I use OneNote. I have notebooks professionally for business opportunities, client projects, tasks, technical notes, and receipts. In addition, I have notebooks personally for vacations, recipes, and investments, etc. This tool is not only great for keeping all information in one location; it makes all that information easy to search. Before OneNote it would take me forever to find all the information I needed, now I have one place to search for everything.
The One Place You Will Look
Have you ever put your keys down and had a hard time finding them? Or taken a note on a sheet of paper and misplaced it? Or maybe you are extremely organized and the only problem is that you don’t know which of your folders or notebooks you used to take your notes. If any of these sounds like you, then you will love OneNote. OneNote is a digital notebook that becomes the one place you will look to find information on anything and can be accessed from any computer with an internet connection, or from your phone, iPad, or Kindle Fire which makes it ideal for accessing notes anywhere and anytime.
OneNote allows you to keep all notes (whether handwritten on a tablet or typed), pictures, screen clips, video, audio, e-mail attachments and drawings in one easy-to-access place and all are searchable. It is great for projects, meeting notes, research, receipts, photo logs, personal notes, etc. OneNote helps you stay organized, share information with others and find information quickly.
Create Notebooks & Share
OneNote allows you to create unlimited private and public notebooks which make it ideal for collaboration. By sharing notebooks with others, you can take and edit notes simultaneously with people in other locations or just keep everyone across work groups, departments, or among family members informed.
Versatile and Easy to Use
One note is an integral part of the Office 2010 suite, or it can be purchased as a standalone product. You can link information from Excel, Outlook, Word, etc. to OneNote, send or print information from Office programs to OneNote, or attach files to OneNote. Internet Explorer also lets you select and right click an item to send it to OneNote.
The Northwest Justice Project has just posted four new videos in American Sign Language on NJP’s YouTube Channel.
The first video presents tips for advocates working with Deaf and Deaf-Blind clients and was written by Kristi Cruz in collaboration with Abused Deaf Women's Advocacy Services and the Deaf-Blind Service Center.
ASL narration provided by: Frannie Biderman, Libby Stanley, Angela Theriault, Patty Liang, Allie M. Joiner, Kellie McComas Shapard, Anna Bracilano, Maru Alltop and Kim Fulwiler.
Production Interpreters: Kaden Mack & Elizabeth Rothman
The other three videos cover legal issues frequently encountered issues in the Deaf and Deaf-Blind community, and offer information and additional resources:
Filing an ADA Complaint: A Video in ASL
SSDI Overpayments: A Video in ASL
Your Rights Under the IDEA: A Video in ASL
These three videos were written by Kristi Cruz. ASL Narration was provided by Shawn Broderick and Rhonda Cochran.
Videography and English narration and Closed-Captioning for all four videos provided by Daniel Ediger.
Funding for the project was provided by an LSC Technology Initiative Grant (TIG)
The training is helpful for those considering online intake projects, or for groups already doing online intake who are looking for examples/ideas of how other groups are maximizing the potential of online intake and its fruits. Attendees are strongly encouraged to review prior online intake presentations available as background, but not required.
Bob Aubin, Paralegal and Self-Employed Developer
Breckie Hayes-Snow, Deputy Director, Legal Advice & Referral Center
Joan Kleinberg, Director of CLEAR/Private Bar Development, Northwest Justice Project
Ed Marks, Executive Director, New Mexico Legal Aid
Claudia Johnson, LawHelp Interactive, Program Manager, Pro Bono Net
- 2 examples in the community
- Technology (specifics of online intake applications
- Data sharing/outcomes
Intake is one of the most time and resource consuming area a legal nonprofit deals with.
- Often time 10% or more of a budget
- Look to see if your intake process can be made more effective
- Getting intake right is important.
- It helps define the types of cases that you litigate
- No ABA standards, but new model rules do have provisions under the competency standard
- LSC has requirements of human verification of eligibility
Factors for online intake:
- Are the case acceptance guidelines stable?
- Is there a solid understanding of which cases get accepted by problem type?
- Is there a strong IT team?
Presenter: Joan Kleinberg
The process of development
- Articulate your goals
- At NJP: make sure people with time sensitive issues get through (ie: housing)
- Triage: get people not to call and provide resources to those we cannot help
- Provide resources
- Develop the logic model (branching logic that takes user to questions depending on previous questions and answers)
- Chase each question and answer out to a conclusion
- You have to be systematic
- Excel is your friend
- The user interface (user's experience)
- Break it down to simple questions (very challenging)
- NJP used A2J interface
- Use plain language
- Anticipate user questions
- Test questions for ambiguity
- What info are you comfortable gathering online?
- How will you make allowances for incorrect info?
- How will you handle LSC requirements to notify all applicants of grievance process?
Demographics-online applicants are:
- 50% whiter
- much younger
- significantly more female
- about the same income distribution
- define your goals up front
- be prepared for higher volume of intakes
- add a user survey.
- make sure staff understands how it works
- go through outreach materials
- branch logic and structuring questions is a long difficult process
- 8 Legal Advice 7 Referral Center 3/96-today
- September 2009 telephone system crash—total failure
- Online intake implemented to provide access
- 2012 intake integration with NHLA
- Small grant from New Hampshire Charitable Foundation to fund new system
- Collaboration to create LARCOI- launced in March 2013
- NHBar Pro Bono Program adopts LegalServer in summer of 2013
- Integration of intake among all 3 New Hampshire programs
- Direct transfer of cases from LARCOI to LARC, NHLS, and NHBar
- Creation of additional application
- Criminal annulment
- Domestic violence
- Intake program is through LegalServer
- Low cost/relatively quick (5 months)
- It is a standalone case management system
- Allows for intake and referral among 3 NH programs
- Can do conflict searches before importing file
- Allows form responses
- Number of applications they were able to process DOUBLED without increase in staff
Typical A2J Intake Configuration is made up of 3 logical components, each managed/provided by a different vendor or entity
Up Front: Web Server
- In- house or rented/leased from an isp
- Write permisssions
The Middle: A2J
- A2J interview
- A2J server Files (flash and PHP)
- Transformation File (XSLT)
Back End: Case Management System
- On web server or on a different server
- If on different server, how to import XML?
Bob Aubin covers:
- What does XSLT do?
- What does PHP do?
- Kemp’s Case Works direct import
- Intake with no transformation (issues with dates)
- Things you have to provide to developer
- Needs and Wants
- CMS server collocation
The data sharing project is a Pika program used by 5 partner agencies. The program takes non-confidential data from agencies participating, and compiles the data by problem type
The program sends trend reports daily, and the organizations can discern trends in the data
- If there is a spike there is an alert graph
- If there is a spike in domestic violence or consumer finance the data gives the organizations a chance to figure out if they can respond more effectively
- Sometimes just ebb and flow, but with more data monitoring the program has a lot of potential to lead to better outcomes and results for the client
- Results are reported by organization
Here are the slides from the presentation:
The Legal Services Corporation (LSC) will be holding the 15th Annual Technology Initiative Grants (TIG) Conference in San Antonio, TX January 14-16, 2015 at the Marriott Plaza San Antonio. This is the only conference focused solely on the use of technology in the legal aid community.
The Upcoming conference is recommended for TIG recipients, IT staff, project managers, executive directors, legal services administrators, website coordinators, document assembly coordinators, attorneys, or anyone with an interest in how to use technology in the delivery of legal services.
Registration opens Fall 2014, and I will send out an update to the Lstech Listserv regarding registration information in the coming months.
LSC’s TIG Conference is now accepting proposals for the TIG Conference in San Antonio, Texas. They are welcoming a range of topics, but the call for proposals indicates that they should relate to how the use of technology can:
- provide tools to improve limited scope or self-representation for those persons whom legal service providers are not able to represent fully
- Improve the efficiency and effectiveness of access, triage, intake, and internal legal services delivery operations.
- Encourage and support pro bono
- Address Limited English Proficiency (LEP) and other special needs populations
- Deliver services remotely to hard to reach populations
- Provide legal services staff and pro bono advocates with better litigation and case development support
The deadline for TIG Conference Session Proposals is Friday, August 29, 2014. Submit a Proposal using LSC’s TIG Conference Session Proposal Form.
Read about past conferences to help you get a better idea of presentations from previous years and what you may be expecting at this year’s conference.
August 6, 2014 This Microsoft Outlook training covers some of the lesser known tips and techniques that will save you hours of time. Whether you are a new user or someone who has used Outlook for years, you won’t want to miss this information packed seminar that will cover shortcuts and organizational tips across the major Outlook functions: Email, Contacts, Calendar, Tasks and Search.
The webinar covers some secrets to your Outlook Mailbox
- How to condense your toolbars to take up less space
- How to arrange your mail by date
- How to arrange mail by from (in order by person who sent it)
- How to collapse view your mail
- How to narrow down or increase the scope of emails that have to be searched
- The search bar can be used to limit your search from 50-30-6 by applying simple filters
- How to organize by conversation
- How to clean up a conversation which keeps just the final thread of each conversation
- Sandy also covers how to add the Blind Carbon Copy (BCC) feature to your new mail options.
Next Sandy discusses the new People Pane which allows you to:
- Arrange by a person and the date
- Shows all emails from or to a person
- Shows up in the email preview window at the bottom left.
Creating a Signature Block: to create a signature block, click signature and create a new one by first giving it a name.
- Designate new or reply signature blocks so you don’t send people you email everyday your full block every time.
- To change your signature quickly, right click on it, and you get all the options.
TIP: If you ever have a question about how to do anything in Outlook, 99% of the answers are found by right clicking whatever you don’t know how to do.
Quick Access Toolbar
- Fully customizable for all your favorite tools
- First, grab the tool bar and move it below the ribbon, so it’s closer to the body of your email.
- To add tools, right click and “add to Quick Access Toolbar”
- Same option is available in Word, PowerPoint, etc
- Right click to customize the toolbar and add whatever you want.
Insert a Screen Clipping or Screen Shot
- Takes you to the last screen that you saw outside of the Outlook window
- Then allows you to crop exactly what you want to send
- Insert screen shot does the whole screen (no cropping)
- Drag an email from your inbox to the contacts to Auto create a new contact
- By dragging and dropping the contact will be created by pulling data from their signature block (NO TYPOS!)
- Drag an email from your inbox to your calendar to create an appointment or meeting
- Drag an email from your inbox to tasks to create a new task
- Saves so much time!
- Whenever you want to change the look of something use the view tab
- This allows you to sort data more effectively for how you use it
Calendar Color Coding:
- Auto Color Code ( set up conditional color coding)
- Or Categorize manually, by changing the color of your different events.
- To set up color coding go the view menu and click settings.
- Choose conditional formatting and give it a name ie (Birthdays) and choose a color (red)
- Set up the conditions for example in this category, I want all birthdays or anniversaries. Any time I create an even with one of those words, my event will auto turn red.
- Separate conditions by commas
- Make them somewhat unique
Sandy Rylander ends this training by fielding questions, and introducing the group of over 100 to One Note which will be taught on September 9th.
One Note in 5 Minutes:
- Basically a note taking piece of software
- Contains binders to help you organize your life
- To do
- The search option easily searches text so you can quickly find where your notes are
- Easy to send emails to one note or from the web
Sandy’s Book on Outlook 2010 is available to you For non-commercial, non-profit use only Copyright Sandy Rylander. She suggests either reading it on your screen, or maybe printing out one copy for office use.