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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.
Here's the Owner Message document we've been working on throughout this course. I've applied a bunch of formatting to it and it looks pretty good, but what you really know about the formatting? You can look at this document and you can see that some text is formatted differently from other text, but can you tell exactly how each bit of text is formatted, or which text has direct formatting and which has styles applied? Word offers several tools for learning exactly how text in your document is formatted. Let's take a look at them.
Now Word 2011 added two great features to the Styles pane. Let's get the Styles pane showing. I'll pull down the View menu, choose Styles. These two checkboxes down here are brand-new. They only work in Print Layout View. So if you're not in Print Layout View, you need to click this fourth button down here to get yourself in Print Layout View. The first button is Show Style Guides. I'm going to turn that on, and it graphically illustrates which styles are applied in your document.
The outer bar indicates paragraph formatting applied and the inner bars indicate character formatting applied. They are all color coded and they match the colors that you see here in the styles pane. So you know that number 3, dark red is this Title style, the lighter Normal style is here, and you can also see that there is character style applied, which is this Two Trees character style. The Show Direct Formatting Guides option, when you turn that on, it puts shaded blue or purple boxes around any text with formatting applied directly to the text.
This means non-style formatting, so in case we've got Two Trees Extra Virgin Olive Oil and they look like they're applied with the Two Trees style, but in reality they are not. It's formatted using direct styling. So why is this information important? Well, suppose you have been using the Two Trees style you created to format the name of the company throughout your documents. You get a request from the company owner to change the shade of green in the text and make it italic too. Easy, you think.
You've used the character style throughout, so you can just change the style definition and the text will automatically reformat. But will that work in this example? Not for all occurrences. That's because this particular text here uses direct formatting and not the character style for the company name. So if we change the style definition, let's do that, I'll go in here, I'll modify the style, we're going to use a different shade of green, so we'll pick this lighter shade of green, and we'll also make it Italic, and then we'll click OK, and you see that this is changed and this is changed, but because this text here do not have the style applied, it didn't change.
So this is one of the reasons why this feature can be useful. Let me turn these two off. We'll look at another feature. If all you're concerned with is the formatting applied to specific text characters in your document, you can use Word's Reveal Formatting command to get the information. Choose View and then come down to Reveal Formatting and what happens is your mouse pointer changes. It now looks like little cartoon box. If you point to some text that you're interested in and you click on the character, you can get information about it. So maybe I want to know about this W here in TWO TREES OLIVE OIL.
When I click it, I can see that it's got paragraph formatting applied and it's also got font formatting applied. I can see that there is some direct formatting applied too for the paragraph. Let's try another one here. Let's click on this W, and I could see the paragraph style applied, no direct formatting. The paragraph style for the font formatting, there is no character style, there's no direct, and you can do this throughout your document. Just select characters that you're interested in learning more about the formatting and you'll get the formatting information here.
When you're done using this feature, just press the Escape key and your mouse pointer turns back into a normal mouse pointer and the option is turned off. So these are three tools for learning more about the formatting in your document. Although you might not use them regularly, they are certainly handy when you need them.
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