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Revealing formatting

From: Word for Mac 2011 Essential Training

Video: Revealing formatting

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.

Revealing formatting

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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This video is part of

Image for Word for Mac 2011 Essential Training
Word for Mac 2011 Essential Training

95 video lessons · 20871 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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