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Applying styles

From: Word for Mac 2011 Essential Training

Video: Applying styles

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.

Applying styles

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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This video is part of

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Word for Mac 2011 Essential Training

95 video lessons · 20165 viewers

Maria Langer
Author

 
Expand all | Collapse all
  1. 5m 6s
    1. Welcome
      1m 8s
    2. Word processing basics
      3m 9s
    3. Using the exercise files
      49s
  2. 21m 53s
    1. Menus, shortcut keys, and toolbars
      3m 43s
    2. The Ribbon
      2m 32s
    3. The Toolbox and the Media Browser
      2m 27s
    4. The Sidebar
      1m 42s
    5. Document views
      5m 24s
    6. Navigating windows and documents
      6m 5s
  3. 13m 40s
    1. Using the Document Gallery
      4m 51s
    2. Creating documents
      1m 51s
    3. Opening, saving, and closing documents
      6m 58s
  4. 14m 20s
    1. Entering text
      5m 33s
    2. Inserting and deleting text
      2m 34s
    3. Using Click and Type to enter text
      3m 26s
    4. Inserting symbols and special characters
      2m 47s
  5. 27m 28s
    1. Selecting and editing text
      6m 34s
    2. Copying and moving text
      7m 1s
    3. Using the Scrapbook
      4m 38s
    4. Undoing, redoing, and repeating actions
      4m 36s
    5. Finding and replacing text
      4m 39s
  6. 24m 50s
    1. Font formatting basics
      9m 0s
    2. Applying font formatting
      7m 12s
    3. Using the Font dialog
      4m 35s
    4. Formatting with the Find and Replace dialog
      4m 3s
  7. 27m 18s
    1. Paragraph formatting basics
      9m 39s
    2. Setting justification and line spacing
      2m 17s
    3. Indenting paragraphs
      4m 37s
    4. Using list formats
      5m 41s
    5. Setting paragraph formatting options
      5m 4s
  8. 14m 33s
    1. Understanding tab tables
      4m 15s
    2. Creating a tab table with the Ruler
      5m 20s
    3. Creating a tab table with the Tabs dialog
      4m 58s
  9. 20m 31s
    1. Understanding styles and themes
      2m 36s
    2. Applying styles
      6m 32s
    3. Reformatting with Quick Style sets and themes
      2m 37s
    4. Modifying styles
      4m 28s
    5. Creating and deleting styles
      4m 18s
  10. 13m 22s
    1. Revealing formatting
      4m 24s
    2. Using the Format Painter
      1m 38s
    3. Creating drop caps
      3m 34s
    4. Using AutoFormat on text
      3m 46s
  11. 27m 29s
    1. Setting margins
      4m 3s
    2. Adding page and section breaks
      4m 54s
    3. Setting multiple columns
      8m 11s
    4. Varying page orientation within a document
      2m 43s
    5. Inserting page numbers
      2m 47s
    6. Adding watermarks and background images
      4m 51s
  12. 13m 39s
    1. Using built-in headers and footers
      5m 34s
    2. Manually creating headers and footers
      4m 0s
    3. Setting multiple headers and footers in a document
      4m 5s
  13. 18m 54s
    1. Creating a cell table
      3m 42s
    2. Entering and formatting table text
      4m 16s
    3. Modifying table structure
      5m 34s
    4. Using table styles
      2m 49s
    5. Converting between tab and cell tables
      2m 33s
  14. 18m 12s
    1. Adding borders to text and paragraphs
      5m 38s
    2. Adding borders to table cells
      3m 47s
    3. Setting page borders
      4m 13s
    4. Applying shading
      4m 34s
  15. 16m 56s
    1. Using the Media Browser to insert media
      3m 24s
    2. Inserting media from a file
      2m 36s
    3. Formatting images
      4m 30s
    4. Wrapping text around an image
      2m 27s
    5. Inserting and formatting a text box
      3m 59s
  16. 13m 17s
    1. Using AutoCorrect and AutoFormat As You Type
      9m 26s
    2. Using AutoText and AutoComplete
      3m 51s
  17. 17m 28s
    1. Building an outline
      4m 26s
    2. Rearranging outline components
      3m 39s
    3. Viewing outlines
      4m 9s
    4. Numbering outline headings
      5m 14s
  18. 26m 49s
    1. Checking spelling and grammar
      8m 19s
    2. Using reference tools
      4m 30s
    3. Inserting footnotes and endnotes
      6m 27s
    4. Using the Word Count feature
      2m 49s
    5. Compiling a table of contents
      4m 44s
  19. 17m 44s
    1. Adding comments
      2m 46s
    2. Tracking changes
      7m 45s
    3. Merging and comparing documents
      4m 28s
    4. Sharing documents with others
      2m 45s
  20. 18m 54s
    1. Using letter templates
      8m 5s
    2. Creating envelopes
      6m 23s
    3. Creating labels
      4m 26s
  21. 12m 36s
    1. Setting Document Security options
      9m 0s
    2. Using Privacy options
      3m 36s
  22. 14m 31s
    1. Setting Page Setup Options
      4m 12s
    2. Previewing a document
      2m 13s
    3. Printing to a printer
      4m 11s
    4. Printing to PDF
      3m 55s
  23. 11m 9s
    1. Using Word's Macro Recorder
      9m 18s
    2. Understanding macro security
      1m 51s
  24. 12m 28s
    1. Customizing toolbars and menus
      6m 0s
    2. Customizing Word's shortcut keys
      3m 38s
    3. Customizing the Ribbon
      2m 50s
  25. 42s
    1. Goodbye
      42s

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