For lawyers who use email and are on the Web everyday, we provide some tips and tricks to help make the experience more efficient, more useful, and maybe even fun! Keeping up on the latest news, organizing and sharing frequently used websites, toolbars, new search engines, personalization, combating spam, and much more are covered. An alternate version of this article first appeared in The Public Lawyer Volume 12, No.1 Winter 2004.

by Catherine Sanders Reach, MLIS and Molly Kilmer Flood, MLIS

Introduction

Practicing lawyers today can hardly avoid using the Internet on a daily basis to find information and communicate. Many rely on the World Wide Web as a primary research tool, and the use of email is ubiquitous. However, the Internet has become like an all-you-can-eat buffet. Those on a diet may find that the choices are too numerous and even items that appear to be healthy choices are laden with hidden fat and calories. Fortunately, there are many tools and tricks that let users make smart choices about Internet consumption. By learning to use some widely available services, attorneys can take control over the information glut at the Internet buffet.

News You Can Use

For those newshounds who need to keep abreast of the latest around the world, the World Wide Web offers a tremendous amount of breaking news. Online newspapers, Blogs, and other sources provide up-to-the-minute stories on the latest headlines. Several tools available make mining and monitoring the news a more efficient process than continuously attempting to visit websites for content. One such tool is Google’s NewsAlert service. Google NewsAlerts allow users to enter a keyword search that is run against Google News 4,500 continuously updated news sources. The search can be set to run daily or “as it happens”. The service is not a subscription. Users simply enter an email address for delivery. The service is still in testing, or “Beta” mode. Users of clipping services will note that the concept is similar, but without the price tag.

For those with a real nose for news there are other tools for mining the Web for headlines, commentary, and legal news. Many websites make content available via an RSS (Rich Site Summary) feed. This feed is presented in an XML standard and is available as a subscription. In the same way that an Internet browser understands the languages of the Web – html, asp, Flash, Java, etc – and translates the page for users, RSS feeds need a tool to convert the information into a readable format. These tools are called news aggregators or feed readers. News aggregators are similar to a browser, and are downloaded and run from the desktop. Popular news aggregators, such as Feedreader, AmphetaDesk, and Newzcrawler are available at low or no cost. The learning curve is similar to that of learning to use a browser. Once the news aggregator software is downloaded and installed, there are a tremendous number of resources available for content. Directories such as Newsisfree and Syndic8 are available to make finding the RSS feeds a snap. Similarly, there are RSS search engines, such as DayPop that allow users to keyword search for specific feeds. These tools take news monitoring to a whole new level.

Watching the Web

Visitors to the World Wide Web often find certain sites that provide great content, but do not offer RSS feeds or email newsletters to alert users to changes. There are tools available that allow users to monitor changes via email that are invaluable for these situations. One such tool, InfoMinder, allows users to set up notification via email to send an alert anytime content changes on a particular website. The service is free for up to 10 monitored websites, and provides many features including highlighting new text in the email, sharing, and filters. Another site monitor, TrackEngine provides many of the same features, with tiered levels of service available.

A notable free service that uses the power of the Web’s favorite search engine, Google, to update users of new content is GoogleAlerts. GoogleAlerts is not affiliated with Google, rather this free service allows users to enter a keyword search that is automatically run on Google at specified intervals. The search options are vast and the site allows up to five separate searches. The search results can also be sent as a feed, going directly to an HTML feed, an RSS feed reader, or a blog with supporting technology such as Movable Type or Userland.

Time Savers

Search engines are the number one way for visitors to the World Wide Web to locate information. The advent of the toolbar provides instant access to these search engines, available directly from the browser, rather than forcing the user to visit the homepage of the search engine prior to launching a search. Toolbars do far more than simply provide quick access to search. Popular toolbars, such as Google’s toolbar and the Dogpile toolbar allow user to save search history, customize the look and functionality, and search different resources all from one place. Google’s new toolbar offers enhancements like pop-up blocking and popularity ranking, while the metasearch Dogpile toolbar allows users to run a search against many different search engines and directories. For Findlaw users, there is a Findlaw toolbar which allows users to search the Findlaw’s content directly from the browser. This free toolbar also provides ticker information and other handy tidbits designed specifically for lawyers. Toolbars are available for a growing number of search engines. Look under “about” or “tools” in your favorite search engine to see if it offers a toolbar. Many toolbars are only available for Microsoft’s Internet Explorer, so make sure to check the system requirements if you are using an alternate browser.

Another timesaver available to users of the World Wide Web is the form filler. This handy tool automatically fills forms and remembers passwords. Microsoft’s Internet Explorer version 6 and higher provides this feature, as well as Google’s Toolbar. Alternatively, a powerful tool that is downloaded to your desktop is available, called Roboform . Roboform places icons in the browser, and provides very useful features. Roboform allows users to have multiple identities, providing the option of filling in forms with home or work information. It also saves passwords, allowing users to disable or erase cookies and not lose quick password entry. Since the information is stored on the users hard drive and is password protected, the information is more secure than information stored in the browser.

But I Still Haven’t Found What I’m Looking For…

Occasionally Web searchers are not sure how to construct a search to get good results. Either the search itself is too broad or the searcher does not have enough information to construct an adequate search query. For instance, using the quote “I Still Haven’t Found What I’m Looking For” in a search engine such as Google will result in many spoofs on the rock band U2’s song, but quite possibly you would not find the lyrics themselves. However, search engines are increasingly providing a new results set, referred to as “clustering”. A cross between a directory and a search engine, clustered results take a keyword search and provide categories that show relationships within the those results. The categories help a user target the search results and also help to provide more information about the search terms. Clustered searching is particularly useful when searching for topics about which the user has little knowledge or expertise. Examples of clustering search engines include Vivisimo and Dogpile. In addition to providing the clustered categories to the left of the screen, Vivisimo also provides a “preview” feature for each site displayed in the results set. This allows the user to quickly decide whether the site is useful, rather than moving on past the search results only to discover that the site is not what she is looking for. Both Visisimo and Dogpile are “metasearch” engines, providing results from multiple search engines.

Similar in concept, mind mapping or visual thinking, is another way to expand or refine a search query. Search engines such as KartOO and the online thesaurus, Visual Thesaurus, can help a user who wants to try a new approach to search. KartOO and Visual Thesaurus rely on web technologies such as Flash and Java, therefore some older or alternative browsers might have trouble with these sites. Both tools use the concept of visual thinking or mind mapping, presenting the interrelationships between words and meanings as spatial maps.

Finding It Again

Websites and web pages found on the Internet are often capricious, as webmasters remove, replace or move content. Once a person finds valuable information, capturing it before it vanishes becomes an objective. Fortunately, there is software available that not only saves the information, it also helps users organize it. Software such as ibrarian and CatchtheWeb are but a few solutions that save sites in an organized fashion. These programs capture pages or just selected text on the users’ hard drive, creating a library of stored pages. The content is then available both online and off. The software also allows users to share this stored information with other users.

Other services are available to help organize information found on the World Wide Web. One such service, Backflip takes users well past the options available in the browser’s bookmarks or favorites. Backflip allows registered users to save a site URL with annotation, and access this repository from any Internet connection simply by logging in to the site. This allows users to access frequently used sites when traveling or when away from his or her primary computer. Netscape Bookmarks or Microsoft’s Internet Explorer Favorites can be exported into the site. Backflip also allows users to share all or some of their saved sites, making this a perfect solution for practice groups looking to share information.

Make It Personal

Many directory sites, such as Yahoo and MyWay provide users with enhanced website functionality. By allowing registered users to personalize the content that appears on the site, and a host of tools from email to calendars to web-hosting, visitors can create their own web portal available anywhere they can get a connection to the Internet and a browser. This typically free service can enhance a users’ web experience by cutting out the clutter and targeting only services and information that are important to them.

Legal specific sites that allow users to personalize include Findlaw and the American Bar Association. ABA members need only to login with their user name and password to create a personalized page, including the latest ABA news, links to member sections and committees, bookmarks to your favorite websites, and much more. The Findlaw page offers a great variety of personalization options to registered users. By personalizing these sites, visitors can go directly to the information they need and use the most. Look for personalization options on all of your favorite sites.

Email Tips

E-mail is a godsend. This technology saves time, money, and enables us to avoid plenty of face-to-face interactions. Most participants in the workforce are quite familiar with basic e-mail technology. Unfortunately, many avid e-mail users do not take advantage of some amazing features available on e-mail software. Here are some helpful e-mail tips that will help organize your inbox, preserve your work product, and eliminate some of that pesky spam.

Capturing Knowledge

Have you even tracked down a hard to find statute and wanted to spare your co-workers from that agony? Were you unaware that your office neighbor is fluent in French? Are you clueless as to who is a notary public in your office? Knowledge management systems attempt to preserve and organize organizational thoughts, ideas, and work product. Many people assume it must involve expensive software and pricey consultants. Knowledge management does not have to break the bank. Your e-mail system can be a valuable tool in any knowledge management initiative. Shared or public folders can function as an archive of helpful tips, research results, and general office information. These folders are generally located adjacent to your personal e-mail folders. Access can be granted to your entire office or restricted to various practice groups, departments, or positions. The organization and content of these folders is entirely up to you or your organization. Posting to these folders is quite simple. It is the virtually the same process as sending an e-mail. Most e-mail software is equipped with a search feature, making information retrieval a snap. Creating a knowledge base will save time, money, and help eliminate stress. You can accomplish your tasks without having reinventing the wheel.

Get Organized

Cindy Chick, Information Resources Manager at Latham & Watkins, likens e-mail to her pet German Shepard. “It will take over your life if you let it. The trick is to handle it calmly, consistently, and with a great deal of patience.” The convenience of e-mail has quickly led to overabundance of correspondence. Many of us receive so much mail from family, friends, retail outlets, and spammers that crucial work messages can get lost in the shuffle. E-mail rules should be your first line of defense against inbox overload. Microsoft Outlook, Corel GroupWise, and LotusNotes all boast this feature. Rules wizards are typically located in the “Tools” or “Options” menu on your top toolbar. Rules allow you to determine the fate of your e-mail. You can receive a pop up message anytime you receive e-mail from a specific address, sort all of your personal e-mail into a specified folder, and automatically reply to messages received when you are out of the office. The work required to setup inbox rules quickly pays off. Reducing the size of your inbox and utilizing folders will help you quickly access important messages. Before you know it, your inbox might only contain relevant, work-related content. Remember to always proceed with caution when using rules that delete messages. It’s certainly better to receive unwanted e-mail than to delete important information.

Slamming Spam

Speaking of unwanted e-mail, spam is a daily irritant in many of our lives. E-mail rules can eliminate some of the pests, but spam is relentless. There are other steps you can take to reduce the spam glut. The best advice is to avoid giving out your e-mail address. If you must give out your address, try substituting @ with the word “at”, for instance “bobsmithatyahoo.com”. Spam-bots, combing the web looking for @ symbols, will subsequently ignore your address. Creating a dummy or “disposable” e-mail address for retail purchases and site registrations using services such as Spam Motel or Spam Gourmet can also keep you a step ahead of the spammers. If despite all of your efforts you still receive spam, do not reply to the message and ask to unsubscribe. Replying to a spammer usually just verifies that they have found a working email address. This innocent action may only exacerbate your spam issues. Spam-filtering software can be an effective tool, but it sometimes throws the baby out with the bath water. Legitimate e-mail can be mistakenly identified as spam. It’s best to try these safer methods before investing in the inexact science of spam filters.

ABA Tech Options

Membership in the American Bar Association can also impact and improve your e-mail. ABA members can sign up to receive an e-mail alias. Members receive an abanet.org e-mail address, but any e-mail sent to that account is sent to your existing e-mail program. The benefit of using an e-mail alias is that you don't have to update your e-mail address if your existing e-mail address changes. You need only change your e-mail address online and your mail automatically forwards to your new address. If your work or personal e-mail address changes, your friends and colleagues never need to be contacted.

The Listserv(r) mailing server takes e-mail to another level. ABA members can sign up for numerous discussion groups on topics ranging from state & local government land use to continuing legal education programs. While the archives of Listserv(r) discussions are web-based, current discussions are all conducted via e-mail. When an e-mail is addressed to a Listserv(r) mailing list, it is automatically broadcast to all list subscribers. E-mail discussion groups keep you up to date in your field without wasting your time. Don’t forget, for very busy discussion groups you can subscribe to the digest version. The digest allows you to receive one email containing all the messages sent to the list that day.

Join the Club

For those with an entrepreneurial spirit, QuickTopic allows you to easily create your own discussion list. QuickTopic is perfect antidote for those who have burned by the public nature of Yahoo! Groups. Privacy is a priority. As long as the discussion site’s URL is not plastered around the Internet, search engines are very unlikely to find it. QuickTopic allows one person to start a conversation, invite specific people to participate, and maintains the discussion archive. QuickTopic sets up in less than a minute. The topic owner is the only person who must register with QT. The registered owner of the topic can invite other participants by simply e-mailing them a static link to the topic web page. QuickTopic even sends the owner a sample e-mail message for invitees. QuickTopic allows you to get in touch with your inner middle schooler and create your own exclusive club.

Conclusion

The Internet has changed the way lawyers work. Communication has been both enhanced and hindered by the ease and pervasiveness of email. Gathering information is at once faster and more complicated. The proliferation of spam, information overload, and lack of reliability in sources have all become a burden on Internet users. The more tips, tricks, and tools a lawyer knows, the better she can make smart choices at the Internet buffet.

* Mention of a company, product, or service does not indicate endorsement or support by the American Bar Association or the authors.

Catherine Sanders Reach and Molly Kilmer Flood have masters' degrees in library and information studies and are research specialists at the ABA Legal Technology Resource Center.