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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.
While Word's Normal template appears to offer enough styles to cover any purpose, you might find a need to create a brand- new style in your document. Let's take a look at how you can do this. Now Two Trees Olive Oil Company wants every instance of the company name to appear in bold, small caps, olive green text. The company uses its formatting so much that the style will likely save a lot of formatting effort when creating documents. Let's create that style from scratch. Now if the Style pane isn't already showing, it is here, but if it's not showing, pull down the View menu and choose Styles and that will get it to display.
Then click the New Style button in the Styles pane to display the New Style dialog. Creating a style requires you to provide information about the style in this dialog. We want to start with a style name. We're going to call it Two Trees. The style type is Character, because it will be applied to selected characters of text, not to entire paragraphs. So I want to make sure I choose Character here. If another style exists that's similar to the one you want to define, you can choose it from the Style based on pop- up menu and you can see there's a whole bunch of character styles listed here.
In our case, we want to base it on the Default Paragraph Font, which is already selected. Now if this were a paragraph style, we could choose a style for Word to automatically apply to the following paragraph when the style is used. For example, a heading style would be followed by the normal style or a body text style, but that doesn't apply here, so we can't change it and that's why this menu is gray. Next we want to specify the formatting that makes this style different from the one it's based on. We don't want to change the font or size, so we will just leave that blank.
We do want to make it bold so we'll click the Bold button. We also want to change the font color to make it olive green, so we could pull down this menu and choose the color we want. Now in our case it's already selected, because the insertion point in the document happens to be on a paragraph with the color applied. But if it's not applied, just select it and make sure that it is. Small caps doesn't appear in this dialog, so we need to choose Font from the Format pop-up menu. That's this right here, and then in the font dialog that appears, we want to turn on the Small caps checkbox. Let's click OK to save that change and that wraps up the Formatting options that we want to set.
Now if you want to add this new style to the Normal template, so it's available in all the documents you create based on the Normal template from this point forward, you want to make sure you turn on this checkbox, Add to template. You can also leave the Add to Quick Style list checkbox turned on if you use that feature a lot. When you're all done, click OK. You could see that the style is added to the list right here. To apply the style, let's select some text and click the style name in the list. So let's give this a try, Two Trees Olive Oil, for company name.
Select it and it applies it and we could do that again here with Two Trees Extra Virgin Olive Oil. Apply that there and we can apply it throughout the document. Here it is again, one more time there. Now to ensure that the style is saved to the Normal template you need to quit Word. When you quit Word, you might see a dialog indicating that the Normal template is being saved. When you start Word again, and you open a blank document, you'll see that the Two Trees style is listed in the list.
Once you've created a style, you can modify it like any other style and I explained how to do that in the previous video. You can also delete a style that you created. In the Styles list just select the style and then choose Delete from its menu. Word asks, so are you sure you want to delete that style? You click Yes, and what it does is it returns all the formatting in that document with that style back to the normal text style. So you can see Word gives you complete flexibility over creating, modifying and deleting custom styles.
I think that once you start using styles regularly, you'll rely on them more and more to format your documents.
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