[Libs-Or] Tech-Talk: OFFICE - Do I Want to Add a Copyright Notice?

Tue Jul 25 14:23:01 PDT 2023

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OFFICE - Do I Want to Add a Copyright Notice?

Intermediate

[Copyright]

Do you spend a lot of your time writing reports, blog posts or presentations? Every time you do this, you create what is known as your "work product" … and it's a valuable entity. When you are done, you will most probably be sharing it with others.

Even if you want to freely share it (or especially if you want others to have it) it's best practice to mark your creation with a copyright.  That's right, your work product could benefit from a copyright ... using your name or your organization.

Let's look at a variety of reasons for adding a copyright, how it should look and a few shortcuts to make that happen. But first, a true story to remind us of one of the more important reasons for protecting your work.

[presentation]

STORY: Jean is a productivity consultant who developed a presentation on "Steps to Getting Organized." She often uses it in her talks and guest blogs. It is an important business generator for her. So you can imagine her surprise when one day attending a colleague's presentation, she saw her slides on the screen. She felt her material had been stolen.

In researching how this happened, she realized that nope, she had not put a copyright notice on her presentation. This meant that while her material was technically "protected" because she had created the original, there had been nothing on her slides to tell others who had authored them .... nor any permissions required to use it.

Why Add a Copyright?

Sure, copyrights lend protection against others "stealing" your work, but there are more reasons to consider putting it on all, or many, of your authored creations. For one thing, the symbol and notice are educational. It tells folks that copyright protection exists for your work and to respect that.

A copyright also:
·    Reminds people that a copyright exists for the work.
·    Keeps someone from saying that they didn't know that protection was in place.
·    Identifies the work's copyright owner (you or the organization).
·    Shows the work's first year of publication.
·    Helps people who want to use the material locate the copyright owner and obtain permission.

What to Include in a Copyright Notice

A copyright notice should have at least three elements in it, with an optional fourth.

1.  The copyright symbol © (or the word Copyright or abbreviation Copr)
2.  The year of first publication
3.  The name of the copyright owner
4.  Optional: Tell what rights are retained by the copyright. Often you will see the phrase: All rights reserved.

Examples of Notice

NOTE: The order of the date and owner are not important.

Where to Add the Copyright

You may wonder where you need to put this notice and how often. Typically, once in each communication entity is enough. Be sure to put it in a place where it can be clearly seen. Here are some ideas:

·    Books, Papers or Reports – Add to the title page.
·    Presentations – Place on the cover page and/or footer of each slide.
·    Images – These are trickier. Often you see them at the bottom.
·    Websites and Blogs – Put the current year in the footer.

Examples:

[copyright]

How to Quickly Add the Copyright Symbol

Adding the copyright symbol (the letter "C" in a circle that looks like this: ©) can be done in several different ways. We're showcasing two of them. These methods work in both Microsoft's Office Suite apps and Google's G-Suite.

1. Typing Shortcut. Yes, you actually start typing and when you're done it switches to the actual symbol. Here's how it works:

·    Type an opening parenthesis: (
·    Type the letter: C (for copyright)
·    Type a closing parenthesis: )
·    Press the space bar (this step is required in some cases)
·    As soon as you type the last parenthesis, the copyright symbol will appear.

2. Get the Symbol from the Insert Menu.

·    Place your cursor where you want the symbol to be.
·    Go to the Insert menu.

In Word, PPT, Excel: click on the Symbol icon in the Symbols area and choose the circled "c".

In Google Docs, Slides, Sheets: choose Special Characters from the drop-down menu and find the symbol.

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Communications: Email

"Personalize the subject line"

Sometimes you really want to catch someone's attention with an email, so that they open it quickly, right?

One technique to consider is to start the subject line with the recipient's first name. Take a look at these examples, substituting your name to see how they make you feel.

Sue, can we set up a call?

Kevin, here's the info you asked for.

Shanai, take a look at this data before we talk.

You'll notice that two of the three also have a call to action. The combo makes for an especially strong communication.

TIP: Use this personalizing technique sparingly. If you overdo it, the effect may be lost.

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Cheers,
Darci Hanning, MLIS (she/her/hers)
Public Library Consultant / CE Coordinator
Continuing Education Resources: https://libguides.osl.state.or.us/conted
State Library of Oregon | Library Support and Development Services
971-375-3491 | darci.hanning at slo.oregon.gov<mailto:darci.hanning at slo.oregon.gov> | www.oregon.gov/library<http://www.oregon.gov/library>
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