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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.
At this point, I have taken my plain unformatted document, applied styles to improve its appearance, and I formatted it based on structure. I also played around with Word's Quick Style Sets and Themes to come up with a general look I like. It's not perfect though. I want to modify the styles to make it look the way I need it to. By redefining the styles, instead of simply making formatting changes directly on the document, I not only ensure consistency in the document, but I automatically apply my changes globally.
Let's see how this works. The first thing I want to do is change the size of the normal font applied to body text. That's this text here. I want to increase it from 11 points, what you could see up here, to 12 points. I will start by displaying the Style pane. If it's not already showing, choose View > Styles to display it. Now there are few ways to change styles. One way is to select text with the style applied, which I have already done here, and choose Modify Style from the menu beneath the style name.
Right up here, Modify Style. That displays the Modify Style dialog. The change I want to make is pretty straightforward. I just want to change the Font Size and I can make that change right here. Just use this menu and choose 12 or I could have typed in the number 12 right here. Now if the formatting change I wanted to make wasn't amongst the options listed here, I could use this menu down here to display other dialogs to find the option I want. So for example, I can choose Font and use the Font dialog to set some other option that wasn't in the other dialog, for example Small caps or Strikethrough or something like that.
I don't want to do that so I will click Cancel. But if you want to do that, you can do that from multiple types of formatting including paragraph formatting, same thing. You could change the indents and spacing or line breaks options, anything you like. You just make changes in these dialogs, click OK to save them and they become part of the new definition. So the only thing I have done here is I have changed the font size. I have made it 12 instead of 11. Now when I click OK watch the way the text changes. Click OK and it all gets bigger.
If I look up here now, I see that it's 12 points. I want to point out something that's very important here. Normal is the base style for the document. Many of the styles are based on Normal. So when Normal changes, other styles may change too. This paragraph for example has the Quote style applied. Now it's also 12 points. You could see that up here. That's because the Quote style was based on Normal. When Normal got bigger so did Quote, and the same goes for Emphasis, which we have here.
That's now 12 points, and also for Intense Emphasis which is right here. Now I also want to change the Quote style. I want the text to be indented and displayed in a simpler font, but we are going to change it another way. We are going to select the paragraph, so I will just triple click on this to select it, and this time we are going to change the style on the paragraph and tell the style to follow that formatting. So I want a different font. I am going to choose Calibri, which is right here. I want plain and I also want single line spacing right there and I also want to indent it by half an inch on both sides.
So I will drag in the indentation markers a half inch here and then a half inch here. You could see now it's indented. Finally I want to change the justification to make it full justified, so I have clicked that button here. So I made a whole bunch of changes to this and what I want to do is I want to tell Word that this is now the definition for the Quote style. So I will scroll down in the Styles pane til I find the Quote Style, which is right here, and from this menu I will choose Update to Match Selection.
Now the Quote style definition is exactly as it is here and I can show you that by applying it somewhere else. For example, if click in here and I apply Quote style, it now has this definition. That's two different ways to redefine a style. As you can see changing the styles definition automatically applies the changes globally throughout the document. In my mind, this is the best reason to use styles in your documents.
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