Highlight Every Other Row of a Privilege Log (or other spreadsheet!)

Happy New Year, readers! Today’s tip is an old favorite, and one that can save you a lot of tedious work.   It exploits Excel’s conditional formatting feature to quickly highlight every other row of your privilege log, or any other spreadsheet.  Feel free to download my dummy privilege log if you would like to follow along.

Here is the original, unadorned privilege log:


In order to highlight alternating rows, take the following steps:

First, select all the cells containing the privilege log entries, but not the Header Row.  Also, don’t select the entire rows–just the cells to be highlighted. You can do this by clicking on cell A2 and dragging the cursor to the last cell on the bottom right of the log.  (Pro tip: with cell A2 selected, hit Ctrl+Shift+Down Arrow, then Ctrl+Shift+Right Arrow (perhaps a couple times) to highlight all the cells.)


Next, from the Home ribbon, click the drop-down menu under Conditional Formatting and select New Rule:


In the dialog box, choose the option “Use a formula to determine which cells to format”; then, in the formula bar, type the following (don’t forget the “=”):


. . . then hit the Format… button to set up the highlighting.


Choose Fill, pick a nice color, and hit OK:


Now you can hit OK on the Conditional Formatting dialog box:


Voilà!  Alternating rows of the privilege log will be highlighted in the color you chose:



The formula analyzes every cell in the selection and applies the formatting to every cell in an odd-numbered row.  That’s why the entries in rows 3, 5, 7, etc. are highlighted.  You can delete this highlighting, if necessary, by selecting all the cells and choosing Clear Rules from the conditional formatting drop-down menu.

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To learn about hosting a CLE-approved Excel workshop at your law firm, company, public interest organization, or bar association, click here or email Ben Kusmin from Excel Esquire.

Posted in CLE, eDiscovery, Everybody, formulas, Lit Support, Practice Management, Privilege Logs | Tagged , , , , , , | Leave a comment

Hide Your Name When Printing Outlook Emails

When you print an Outlook email–whether your own or someone else’s–your own name appears by default in large text at the top of the printout.


This is awkward if you are printing emails as a delegate, or are using them as exhibits to a motion.  How do you get rid of it?  For some reason, Outlook won’t let you remove the header entirely, but there is an easy way to make it virtually invisible.  Here’s how:

1. Under the Print menu, click on the small box promising “Print Options”:


2. Then select Page Setup


3. Under the Format tab you can see that Outlook prints your name in the header with a larger font by default.  We can change that by selecting Font:


4.  As with other Microsoft applications, the choices of font size appear limited, but you can always type in the exact size you want.  Here type in 1 to make it really small.


5.  Click OK, confirm the other print settings, and print normally.


Voila!  Your name is so small it may as well not even be there.  This change should stick, so you won’t ever have to think about changing the settings again–until your colleagues ask you how you did that!

You could also have a little fun by choosing a symbolic font to obscure your name, while keeping the font size legible.  I like Wingdings.


Enjoy this post?  Please comment, subscribe, and share!  To learn about hosting a CLE-approved Excel workshop at your law firm, company, public interest organization, or bar association, click here or email Ben Kusmin from Excel Esquire. Thank you, and be well.

Posted in CLE, Everybody, Lit Support, Practice Management | Tagged , , , , , , , | 4 Comments

Redact Native Excel Files with the Filter Tool

Sometimes you need to produce only certain rows of a large Excel spreadsheet.  Some lawyers will painstakingly apply redaction stamps to hundreds of pages of tiff images, leaving only the responsive rows visible. This is a terrible waste of time and money, and typically generates an unusable mess like this, which sometimes extends to hundreds or even thousands of pages:


This type of production fairly cries out for a motion to compel.  The next time you need to heavily redact a spreadsheet, use Excel’s built-in Filter tool to quickly create an elegant display of only the responsive rows of data.

This tutorial uses a fictitious data set (which you may download here) that has a tab for each month of 2015.  Each tab contains a list of thousands of incoming wire payments from various customers, in straight chronological order. The goal of this exercise  is to produce only the records that relate to Fujitsu subsidiaries. The January tab looks like this:


In this split screen view, you can see that there are 2,246 rows of data on the January tab.  This will print or tiff to about 53 pages for this tab alone, but there are only 8 rows of data that need to be produced. Ugh!


Rather than trying to redact every row that doesn’t relate to Fujitsu, we’ll use the following simple routine to selectively display only the responsive rows and create a highly readable (not to mention defensible) production of the responsive data.

Step 1: Turn on the Filter tool.


NB: The filter tool works properly when data is arranged as a table, i.e., there is a header row, there is one record in each row, and there are no blank rows or columns.

With the filter tool activated, you can filter the data by any of the fields by clicking the drop-down on the desired column header and choosing the filter criteria:

Here, you can filter for the Fujitsu records by scrolling through the choices on the Customer field and clicking all the Fujitsu entities (there are three in this example), or by typing “Fujitsu” in the filter tool’s built-in search bar:

FilterRedact-clickfujitsuX3  OR  FilterRedact-typefujitsu

Either way, hit OK and you should get this result:


Pretty good trick, huh? Notice how the row numbers now show up in blue to remind you that only certain values are displayed.  Notice, too, that a funnel icon appears where the drop-down icon used to be on Column C to let you know that Column C is where the Filter is applied.

At this point the printout or tiff image would look like this:


This is a vast improvement over 53 heavily redacted pages, but we’re going to do a few more things to make our production bullet-proof.

Step 2: Launch the Page Setup dialog by clicking Print Titles on the Page Layout ribbon:


Perform the following formatting steps:

On the Sheet tab

  1. Click into the “Rows to Repeat at top” field and click on the Row Header for Row 1 to generate the syntax below.  Now if your printout is more than one page long you will see the Header repeated on every page of the printout.
  2. Select the option to Print Gridlines.  This will improve the readability of the printout.
  3. Select the option to Print Row and column headings.  This will make it possible to identify exactly which cells of the spreadsheet are being printed, and will make it easier to refer to specific information later, such as in a deposition or in a motion.


On the Page Tab:

  1. Select either Portrait or Landscape orientation depending on the data in the current worksheet.  In this example we’ll use the default Portrait mode because there are only a few columns.
  2. Select ‘Fit to 1 page wide and [blank] pages tall.’ Excel will figure out how many pages tall the printout needs to be.  NB: If you absolutely must make the printout 2 pages wide because there are too many columns (and you’re already in Landscape mode), then use the “Columns to repeat” option on the Sheet tab.


On the Header/Footer Tab:

  1. Click on Custom Footer.


This will launch the Custom Footer dialog box, where you will create the following:

FilterRedact-customfooterIn the Left section area, type “Filename: ” and click the filename button to insert the Excel code for the filename.  Do the same for the Tab name on the next line.  Then type a line explaining what Filter setting was used–the goal here is transparency.

Before you hit OK, select all the text and hit the Format Text button (the A on the left):


In the formatting dialog box, set the font to bold and increase the font size . . .

FilterRedact-footerboldandbig    to get this:   FilterRedact-footerbignow

These formatting tricks make the data print like so:


And generate the following footer:


And what would have been 53 ugly pages reduces to a single, highly responsive page that looks like this:


While this may seem like a lot of steps, it will only take a couple minutes per tab once you get the hang of it–and certainly much less time than redacting the tiff images individually.

A few more points:

  • Perform these formatting changes for each tab of the Excel file that needs to be filtered
  • Do not produce the native file for this Excel document–if you do your adversary can turn off the filter and see all of the original information.  Instead, print this to pdf and have your vendor tiff the pdf file.
  • Make sure your vendor understands what you are doing, and that they apply the correct confidentiality designation and Bates numbers to the production images.
  • Explain what you have done in your production cover letter.

Producing information this way has many virtues.  The first is clarity: Your adversary, and more importantly, the judge, can immediately understand exactly what has been produced here–namely, the information pertaining to Fujitsu entities on the January tab of the file called ‘Incoming Wire Payment Register 2015.’   Because the row numbers are also displayed (in blue above) it is also evident that about 2,000 non-responsive rows were filtered out–saving piles of your client’s money and countless trees.  Finally, you send a powerful message when you produce the responsive information this way, rather than buried among hundreds of pages of redactions:  You are not afraid to produce responsive information in a legible format, because you have a strong case and nothing to hide.

In a future post I’ll explain an efficient method for redacting the native Excel file when you need to leave the customer names exposed, but redact all of the payment amounts and other data.

Enjoy this post?  Please comment, subscribe, and share!  To learn about hosting a CLE-approved Excel workshop at your law firm, company, public interest organization, or bar association, click here or email Ben Kusmin from Excel Esquire. Thank you, and be well.



Posted in CLE, eDiscovery, Lit Support, Native File Review, Practice Management | Tagged , , , , , , , , , , | 1 Comment

Get Excel to Automatically Launch Documents from an Exhibit List, Privilege Log, or Hot Documents List

Today I’ll explain how to create a schedule of documents or other files in Excel that includes a hyperlink for each document.  Anyone reviewing this list will be able to open any document described on it by just clicking the link.  This makes it easy to review a list of deposition exhibits or hot documents, or the internal version of a privilege log, and immediately review any document from the list that looks interesting.

Step 1:  Generate a list of the filenames that will be linked in the schedule.  They should all be in the same folder.  You can learn how to do this here.

NB:  If the filenames follow a predictable naming convention such as JX1, JX2, etc. the names can be generated with a formula such as =“JX”&A2 where column A contains the number of each exhibit.

Step 2:  Paste or create the filenames in the column of your choice.  In my example they are in Column A, and I’ve left cell A1 free:


Step 3:  Navigate to the folder that contains the files in Outlook Explorer.  In this example I want to link to the photographs saved in a subfolder called “late 2014” within the My Pictures directory:


Step 4:  Click in the address bar to make the full path come up.  Copy the path by hitting Ctrl+C


Step 5:  Paste the path in a convenient cell in your schedule file.  In this example I’ve pasted it in cell A1.


Step 6:  Use the HYPERLINK formula to generate a hyperlink to each document.  The function has two arguments: 1) the “link location,” i.e., the path to the file, including the filename; and 2) the “friendly name,” i.e., the text of the clickable message that you want to appear.  Excel prompts you for these two arguments when you type out the name of the function and the open parenthesis:


We’ve set the schedule up in such a way that the link location will follow a predictable pattern—we can simply “splice” the path in cell A1 and the file name in the adjacent cell of Column A to get the complete path to the relevant document.  The first formula—to launch the file in cell A3— looks like this:   =HYPERLINK($A$1&A3,”Open File”)

And this is how it appears onscreen:


See how the friendly name is what appears in the cell, while the underlying function you created is visible in the formula bar.  Note the use of dollar signs for the A1 reference (insertable by hitting F4), and the quotation marks around the friendly name text. 

Step 7: Copy the formula down to the rest of the filenames.  You can accomplish this by double-clicking the cross-hairs in the lower right-hand corner of cell B3.  Excel will generate the appropriate formula for each filename, concatenating the path in cell A1 and the correct filename.  Observe how the formula in cell B4 still refers to the path name in A1 (thanks to the dollar signs) but uses the filename in the same row, viz., A4:


Observe how clicking on the link next to the file IMG_1317.JPG launches the picture in a new window:


That’s all there is to it.  The key to making this work is that you have to have access to the folder containing the documents in the same environment in which the Excel file is open.  For example, if your documents reside in a local shared drive, someone in another office will not be able to open the documents from this Excel file because the links will not work.

If you want to make this file portable, make sure you use the correct path for the media where the files will reside.  For example, you could store all your deposition exhibits on a thumb drive, and put this file on the thumb drive as well.  Just make sure that the path you are using to launch the documents is the path that points to the thumb drive, not your computer back at the office.

Thanks for reading.  If you have an idea about how to use this tip in your law practice, please share it in the comments below.  To learn about hosting a CLE-approved Excel workshop at your law firm, company, public interest organization, or bar association, click here or email Ben Kusmin from Excel Esquire.

Posted in CLE, eDiscovery, Everybody, formulas, Lit Support, Privilege Logs | Tagged , , , , , , , | 4 Comments

Generate Properly-formatted Bates Numbers in a Snap

Let’s say you get the following panicked email from an attorney on your team:


You understand that these are the Bates numbers for documents on the Big Bank case, but you need to convert them to the proper format in order to pull them out of Relativity all at once.  Viz.,

62 refers to BigBank_000062

7550 refers to BigBank_007550

and so on.  The tricky part of this is adding the “BigBank_” prefix while also getting the right number of padding zeroes into each number.  You certainly don’t want to type them out one at a time–right?  Excel’s TEXT function makes this easy.

First, cut and paste those numbers into Excel and put the following formula in cell B2:


which generates the following result:


Here’s how the formula works:  “BigBank_” is the prefix for each Bates number, and the TEXT formula with the “000000” argument tells Excel to convert the number in Column A to text and add the appropriate number of padding zeroes to get a total of 6 digits.  The ampersand (&) combines both pieces into a single string of text.

Next, copy the formula by finding the cross-hairs in the lower right-hand corner of cell B2 and double-clicking, or dragging them down:


The copied formulas turn all of the raw numbers into properly-formatted Bates numbers:


That’s it!  As a housekeeping matter, it’s a good idea to get rid of the underlying formulas by copying the cells and pasting the values, like so:

First select the cells with the formulas/results, and then right click and choose Copy (or hit Ctrl+C)


Then select the same range of cells and paste the values right on top of them:


The cells will appear the same, but now the content of each cell is the resulting Bates number, rather than that funny formula–as reflected in the formula bar.


Now these Bates numbers can be pasted into Relativity or other document review platform.  Of course, this trick will work if you have 8 numbers or 800.

Thanks for reading.  If you have a thorny Excel issue, please share it in the comments below.  To learn about hosting a CLE-approved Excel workshop at your law firm, company, public interest organization, or bar association, click here or email Ben Kusmin from Excel Esquire.

Posted in CLE, eDiscovery, formulas, Lit Support | Tagged , , , | 3 Comments