Automation, Contract Review & Drafting, Instructional, Technical, Tutorial

Microsoft Word for Legal Document Automation

Posted on by Jeff Kirksey

Legal professionals often draft contracts, pleadings, agreements, and other legal documents that require consistency and accuracy. Microsoft Word’s automation features, such as templates, Quick Parts, and fields, streamline document drafting while reducing errors and ensuring compliance.

This tutorial will walk you through creating reusable legal templates, automating text entry, and using fields for dynamic data in Microsoft Word.

  1. Open Microsoft Word and draft a legal document (e.g., a contract or pleading).
  2. Click File > Save As > Browse.
  3. In the Save as Type dropdown, select Word Template (.dotx).
  4. Choose a secure location in OneDrive or SharePoint for firm-wide access.
  5. Click Save.

📜 Best Practice: Store firm-approved templates in a shared library for consistency.

Step 2: Use Quick Parts for Standard Clauses

  1. Select frequently used text, such as a confidentiality clause.
  2. Click Insert > Quick Parts > Save Selection to Quick Part Gallery.
  3. Name the Quick Part (e.g., Confidentiality Clause).
  4. Click OK to save.
  5. To reuse, click Insert > Quick Parts and select the clause.

⚖️ Legal Tip: Standardizing boilerplate clauses ensures accuracy across documents.

Step 3: Insert Auto-Updating Fields (Client Names, Dates, etc.)

  1. Place the cursor where you want a client name or date to appear.
  2. Click Insert > Quick Parts > Field.
  3. Select a field type:
    • DocProperty: For client names or case numbers.
    • Date: To insert an auto-updating date field.
  4. Click OK.

💡 Efficiency Tip: Use fields for automatically updating key information throughout a document.

Step 4: Use Content Controls for Form-Fillable Documents

  1. Click Developer Tab > Rich Text Content Control. (Enable Developer Tab via File > Options > Customize Ribbon)
  2. Insert fields for Client Name, Date, Case Number, etc.
  3. Save the document as a Template (.dotx) for future use.

📂 Compliance Note: Use content controls for standardized intake forms and contracts.

  1. Click Home > Multilevel List.
  2. Choose a numbering style (e.g., 1.1, 1.1.1 for contracts).
  3. Apply styles for automatic numbering in pleadings, agreements, and regulations.

📑 Legal Formatting Tip: Use multilevel lists to maintain structured legal documents.

Conclusion

By using templates, Quick Parts, fields, and numbering automation, attorneys can streamline document drafting, improve accuracy, and save time. Microsoft Word’s legal automation tools ensure consistency and compliance across firm-wide documents.