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In Word for Mac 2011 Essential Training, author Maria Langer shows how to create, format, and print a wide variety of documents in Microsoft Word 2011. The course covers building outlines, formatting text and pages, working with headers and footers, using themes and styles, adding multimedia, and more. It also shows how to customize and automate Word 2011, including how to record macros. Exercise files accompany the course.
Perhaps the best way to see the benefit of using styles in a document is to apply some of Word's predefined styles to a document that doesn't have any formatting. I happen to have a document like that right here. By default, Word's normal style is applied to any text you create in a new document. In Word 2011, normal style is defined as Cambria font, 12 points, with no special spacing, indentation or other formatting options set. Cambria is considered as the default body text font, which is why the word Body appears in the Font box.
You can see that right up here. Now, this document is mostly meaningless business-speak gibberish, but it does have a structure that includes a title, subtitle, normal text, a quote, and two levels of headings, and also a bulleted list. All of the styles we need are already defined as part of the Normal template on which this document and most documents you create is based. All we need to do is apply the styles. So we will start by displaying the Styles pane of the Toolbox. If it isn't already showing, you can choose View > Styles to display it, and there it is right there.
The Styles pane is broken down to several areas. At the top is a drop-down list that displays the style currently applied to selected text. As you can see, it says Normal. If you pull down this menu, it gives you additional options you can use with that style. Two buttons beneath that enable you to create a new style or to select all text with that style applied. That's what these are for. We are going to work with those later on. Next comes a scrolling list of styles available to apply. You can use the List menu underneath that to change the display of the styles.
So right now it's set for Recommended, but if you pull down this menu, you could choose Styles in Use, which reduces it. In Current Document are the styles that are in this current document or All Styles, which are all the styles that are built into Word. We will stick with Recommended. Finally there are two options for displaying formatting information and I cover those in the chapter about other text formatting techniques. That's these here. In our document, most of the text will remain formatted with a normal style.
That means we don't need to apply a style to them because that style is already applied. Instead we will apply styles to titles, headings, and other components of the document. To apply a style, begin by selecting the text you want to apply it to. We will be applying paragraph styles first, so although you can select the entire paragraph, all you really need to do is position the blinking insertion point in it. We will start with the very first paragraph, which is the title of the report. I have got the blinking insertion point right in that first line, so we are all ready to go.
All I need to do is go into the list of styles and choose Title, which is right here. When I click that item, it automatically applies the style to the text. The next one is a subtitle, so I have selected it, and I have got a subtitle style here too. Now, the next paragraph is regular body text. So I don't need to apply any style to it, but I do want to apply style to this paragraph here. So I'll just triple-click on it to select it, just so you can see where the paragraph is, and that's going to be a quote paragraph.
So I will scroll down to find Quote. There it is and I will apply it. Now, Multimedia-Based Data is actually heading. It's a level one heading. So we are going to apply Heading style to it. I have clicked in there, and I want to apply Heading 1. When I do that, it applies a style and it adds some additional space in there. Market Position is a level two heading. So I will select that and we will go down for the rest of the headings. E-Business is also a level two heading, so I want to apply that style, but there is a shortcut key for the heading styles.
The shortcut for Heading level 2 is Command+Option+2. So I will just press that. Command+Option+2 and it applies that style. We will scroll down some more. We have got Growth Strategies, which is also level 2. Again, I will use the shortcut key. It's a little quicker. Command+Option+2. That brings me over to the next page. Manufactured Products, which is right here, is level 1. That has a shortcut. Command+Option+1.
High Content Pay-off is level 2 and there is one more in here. Corporate Catalyst is also level 2. So we have applied all the different heading styles. We also have a few list paragraphs. So we are going to go under where it says Growth Strategies, which is right here, and a number of these paragraphs are actually bullet list items. So I am going to select these, these sentences here, and if I go underneath the styles here, let's find one for lists. Here is List Paragraph.
If I select this, well what happens is I get an indented list, but there aren't any bullets. So this isn't really what I want. Let's go back and remove that style. We'll just pick Clear Formatting and now we will click a bulleted list style up here. That's using the bullets that we setup in a previous lesson, so we can choose a different bullet for that. Maybe this one here is a little bit more sedate. Notice that when we applied that, it selected the List Paragraph formatting, but it also allowed us to put in the bullets that we wanted. Now we have a few character styles to apply, so I am going to scroll up to the beginning of the document and there is some text in here that we want to apply character styles to.
The first one is the phrase :value- added convergence,: which is right up here. We are going to apply the Emphasis style to that. So I will just scroll down and pick the Emphasis style, which is basically just turning it italic. Then underneath the first heading, we have got a text phrase here. Multimedia-Based Data. I am going to select that and that will be Intense Emphasis, just to try another style. So these are character styles as opposed to the heading styles, which were paragraph styles.
That's all for this document, but you get the idea. We formatted the document for its structure, making it easier for readers to see how the information is organized. Using built-in styles has made the job quick and easy to do. But what if you don't like blue or something else about the styles? As you will see in the rest of this chapter, using styles makes it easy to change formatting throughout a document.
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