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Styles

Word's styles feature enables you to define and apply sets of paragraph and/or font formatting to text throughout a document. This offers two main benefits over applying formatting using the basic techniques covered so far:

  • Consistency. All text with a particular style applied will have the same formatting (Figure 48)—unless additional formatting has also been applied.

    Figure 48. In this example, styles are applied to all text for consistent formatting.

  • Flexibility. Changing a style's definition is relatively easy. Once changed, the change automatically applies to all text formatted with that style (Figure 49).

    Figure 49. When two of the styles are modified, the formatting of text with those styles applied changes automatically. In this example, Normal style's paragraph formatting was changed from align left to justified and Heading 2 style's font formatting was changed from bold italic to regular with underline.

There are two kinds of styles:

  • Character styles affect the formatting of characters. The default character style is called Default Paragraph Font and is based on the font formatting of the currently applied paragraph style.

  • Paragraph styles affect the formatting of entire paragraphs. The default paragraph style is called Normal.

Tip

Like font or paragraph formatting, you can apply character or paragraph styles as you type or to text that has already been typed. Check Chapter 3 for details.


Tip

Styles are sometimes known as style sheets.


Tip

Word includes a number of predefined styles that you can apply to text.


Tip

Word's outline feature automatically applies predefined Heading styles as you create an outline. You can learn more about outlines in Chapter 8.


Tip

Word automatically applies some styles as you type. For example, if you enter text at the top of a document, center it, and apply other formatting to it, Word redefines the Title style and applies it to the paragraph.


To apply a style with the Formatting Palette

Choose a style from the Style pop-up menu on the Formatting Palette (Figure 50).

Figure 50. The Style pop-up menu on the Formatting Palette.


or

1.
Click the name of the style in the Style pop-up menu's edit box to select it (Figure 51).

Figure 51. Click the style name to select it.


2.
Type in the exact name of the style that you want to apply (Figure 52).

Figure 52. Type in the name of the style that you want to apply.


3.
Press .

Tip

The Style pop-up menu displays only the styles that have been applied in the document, the first three Heading styles, and Default Paragraph Font (Figure 50).


Tip

To include all built-in template styles on the Style pop-up menu, hold down while clicking to display the menu.


Tip

The Style pop-up menu displays each style name using the formatting of that style (Figure 50).


Tip

You can distinguish between character styles and paragraph styles in the Style pop-up menu by the symbol to the right of the style name (Figure 50).


Tip

If you enter the name of a style that does not yet exist in the document in step 2 above, Word creates a new style for you, based on the selected paragraph. The formatting of the paragraph does not change, but the new style name appears on the Style pop-up menu.


To apply a style with the Style dialog box

1.
Choose Format > Style (Figure 4) to display the Style dialog box (Figure 53).

Figure 53. The Style dialog box.


2.
If necessary, use the List pop-up menu (Figure 54) to display a specific group of styles:

Figure 54. The List pop-up menu in the Style dialog box.


  • Styles in use are the styles already applied within the document.

  • All styles are the styles included within the template on which the document is based.

  • User-defined styles are the styles that you add to the document.

3.
Click on the name of the style that you want to apply to select it.

4.
Click the Apply button.

Tip

You can distinguish between character styles and paragraph styles in the Style dialog box by the symbol to the left of the style name (Figure 55).

Figure 55. Another example of the Styles list in the Style dialog box when Styles in use is chosen from the List pop-up menu.



Tip

Triangle markers appear to the left of the currently applied character and paragraph styles (Figure 55).


Tip

The Description area of the Style dialog box provides information about the formatting that the style includes (Figure 53).


To modify a style

1.
Choose Format > Style (Figure 4) to display the Style dialog box (Figure 53).

2.
If necessary, use the List pop-up menu (Figure 54) to display a specific group of styles.

3.
Click the name of the style that you want to modify to select it.

4.
Click the Modify button to display the Modify Style dialog box (Figure 56).

Figure 56. The Modify Style dialog box.


5.
To change the style's name, enter a new name in the Name edit box.

6.
To change the style's formatting, choose an option from the Format pop-up menu (Figure 57). Each option displays the appropriate formatting dialog box.

Figure 57. The Format pop-up menu at the bottom of the Modify Style dialog box.


7.
Make changes as desired in the dialog box that appears and click OK.

8.
Repeat steps 6 and 7 as necessary to make all desired formatting changes.

9.
To add the revised style to the template on which the document is based, turn on the Add to template check box.

10.
To instruct Word to automatically update the style's definition whenever you apply manual formatting to text with the style applied, turn on the Automatically update check box. (This step only applies if you are modifying a paragraph style.)

11.
Click OK to save changes in the Modify Style dialog box.

12.
Click the Close button (Figure 53) to dismiss the Style dialog box without applying the style to the currently selected text.

or

Click the Apply button (Figure 53) to dismiss the Style dialog box and apply the style to the currently selected text.

To create a new style

1.
Choose Format > Style (Figure 4) to display the Style dialog box (Figure 53).

2.
Click the New button to display the New Style dialog box (Figure 58).

Figure 58. The New Style dialog box.


3.
Enter a name for the style in the Name edit box.

4.
Choose the type of style that you want to create from the Style type pop-up menu (Figure 59).

Figure 59. The Style type pop-up menu.


5.
To base the style on an existing style, choose the style from the Based on pop-up menu. This menu lists all styles of the type you selected in step 4 that are included in the template on which the document is based.

6.
To specify the style's formatting, choose an option from the Format pop-up menu (Figure 57). Each option displays the appropriate formatting dialog box.

7.
Make changes as desired in the dialog box that appears and click OK.

8.
Repeat steps 6 and 7 as necessary to set all desired formatting options.

9.
To add the new style to the template on which the document is based, turn on the Add to template check box.

10.
To instruct Word to automatically update the style whenever you apply manual formatting to text with the style applied, turn on the Automatically update check box. (This step only applies if you are creating a paragraph style.)

11.
Click OK to save changes in the New Style dialog box.

12.
In the Style dialog box, click the Apply button to apply the new style to selected text; otherwise click the Close button to dismiss the Style dialog box.

To delete a style

1.
Choose Format > Style (Figure 4) to display the Style dialog box (Figure 53).

2.
If necessary, use the List pop-up menu (Figure 54) to display a specific group of styles.

3.
Click to select the name of the style that you want to delete.

4.
Click the Delete button.

5.
A warning dialog box (Figure 60) or Office Assistant balloon appears. Click Yes to delete the style.

Figure 60. Word confirms that you want to delete a style.


Tip

When you delete a style, the default style (Normal for paragraph styles and Default Paragraph Font for character styles) is applied to any text to which the deleted style was applied.


To use the Style Gallery

1.
Choose Format > Theme (Figure 4).

2.
In the Themes dialog box that appears, click the Style Gallery button to display the Style Gallery dialog box.

3.
Click the name of a template in the Template scrolling list to select it. An example of the document with the template's styles applied appears in the Preview area of the dialog box (Figure 61).

Figure 61. The Style Gallery showing a template's styles applied to the active document.


4.
To apply the styles of a selected template to the current document, click OK.

or

To close the Style Gallery dialog box without changing styles, click Cancel.

Tip

I tell you about Word's themes feature in Chapter 14.


To attach a template to a document

1.
Choose Tools > Templates and Add-Ins (Figure 62) to display the Templates and Add-ins dialog box (Figure 63).

Figure 62. Choosing Templates and Add-Ins from the Tools menu.


Figure 63. The Templates and Add-ins dialog box.


2.
To update the current document's styles with styles from the template you are attaching, turn on the Automatically update document styles check box.

3.
Click the Attach button.

4.
Use the Choose a File dialog box that appears (Figure 64) to locate, select, and open the template you want to attach to the document.

Figure 64. Use this dialog box to locate, select, and open the template you want to attach.


5.
Back in the Templates and Add-ins dialog box, click OK.

Tip

You can attach any Word template to a Word document—not just one of the templates that came with Microsoft Word.


Tip

When you attach a template to a document, you make all the styles stored in the template available for use in the document.


Tip

Attaching a template to a document is a good way to get an existing document to use standard formatting stored in a template file, even if the template was not available when the document was originally created.


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