Glossaries are merely an alternative form for storing text. In 'normal' Word/Windows use, you would click the Save button, give the document containing the text you want to preserve a name and designate a folder into which the document is to be stored.

   With glossaries, you would still 'save' your work, but instead of saving your text in separate documents, you save it in a single document. Instead of 'documents' being the electronic storage bookends, you would save the text in the same document, using Word's bookmarks to indicate the begin and end points of the text. The name you assign to the bookmark is parallel to the name you assign to the document.

   While there are more elaborate ways to create glossaries and to save text, here is our "Easy As Pi" method.

   Create a two column table. The right column should contain the text you want to add. Typical content of this right column would be a signature block for the attorney, or an address block for a correspondent, but it could also be text snippets and other building blocks. In left column type a short  'description' of the text (like the name you might assign to a document, except you want to make it as short as possible (and preferably a single word).

 Here is a sample, one that you can copy from here and paste into a Word document.

Signature

Roy Lasris

Innovative Software Products of Virginia, LLC

117 Chisman Landing

Seaford, VA 23696

Closing

It was a pleasure speaking with you today. Please let me know if you have any further questions or comments for me.

John Jones Address

John Jones

123 Main Street

New York City, NY 00345

John Jones Telephone

(202) 555-1212

Mary Jenkins Address

Mary Jenkins

345 Oak Tree Lane

San Francisco, CA 99976

Mary Jenkins Telephone

(567) 887-5555

Certificate of Mailing

I hereby certify that I mailed the attached [Type of Document] to [Opposing Counsel] on [Date of Mailing].

 

   To create the glossary, click the Pathagoras Features drop down. Select Authoring/Editing tools and the Clause Creation Tools from the resulting screen. Click the "Table to Glossary" item.

   Pathagoras will 'see' the table and begin processing automatically. You will be asked if you want Pathagoras to name each clause using the prefix/suffix style. If so, the names at the left will be preserved as the clauses' subjects. Otherwise, the name of each clause may be modified to comply with Word's bookmark naming rules. (Not to worry. The subject of the clause will be preserved in any event.)

   Once the glossary has been prepared you will be asked to save it. Then follow the prompts to add the glossary to your collection of DropDown Lists and/or to a book in your current library.

  tip Word's bookmark naming rules are fairly strict:

The name must start with a letter of the alphabet or an underscore character.

If you use the underscore character as the first character in a bookmark name, it will make the bookmark 'hidden.'

The remaining characters of the name must be letters or numbers or the underscore character.

No other symbols, including spaces or punctuation marks, are allowed.

So, if you want to retain your spaces and other special characters which can make it easier for you or your users to recognize your clause names, consider selecting the prefix/suffix naming style option. If chosen, Pathagoras will ask you for a 2, 3 or 4 letter prefix ('gen' for general is always a good one) and will assign an appropriate suffix. Pathagoras will also preserve the name you provide in the left column as the term's Subject. It is the best of both worlds. you will be able to maintain the Subject, and get a bonus: You can recall terms from the glossary using Alt-G function. Just type the prefix/suffix name of the document and press Alt-G. Instant clause.