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In this course, author Alicia Katz Pollock shares the keyboard shortcuts, workflows, and commands that can transform the casual Word 2010 user into a pro. This course covers helpful and lesser-known techniques for making document navigation, content creation, formatting, layout, working with data, graphics integration, and publishing easier. Alicia also includes her favorite top 10 formatting tips in Word, from clearing existing formatting to inserting lines and creating abbreviations with AutoCorrect.
Once you create a look and feel for your text, you may want to use the formatting again. You don't need to go to each location and apply the same font, size, color, and effects over and over again. You can replicate the font formatting in four different ways. The first way uses Styles. Styles are one of the most powerful tools in Word. Styles allow you to apply a set of character and paragraph formatting to text in one step. They also allow you to modify one instance of that style, and have the change cascade down to the rest. We'll highlight our Amazing Oils Product Brochure, and I'll right-click on it and highlight Styles, and then down here at the bottom, it says Save Style as a New Quick Style.
I'll name this Two Trees, and click OK. Now, when I go up to Styles, and click on the More button at the end of the gallery, I can see Two Trees on the list. I'll come over here to the left hand side of the brochure, and highlight Buy from the heart. And on that Style gallery, I'll click on Two Trees, and Buy from the heart instantly matches Our Amazing Oils. If you want to change the style, make the modification right to the text. I'll bump up the font from 14, and change it to 20.
Now, go back up to the Style gallery again, and right-click on the Style. The first options says Update Two Trees to Match Selection. And notice that instantly Our Amazing Oils Product Brochure took on the same formatting instantly without us having to change it. Next, let's take a look at the format painter. Scroll down to page 2. I like the way Infused Extra Virgin Olive Oil looks, and I want to apply it to these two headings. The format painter applies an entire collection of custom formats with just one click.
So this text is Bookman Old Style, 18, Bold, Centered, and Green. The first step is to click in the text that has the desired format, and that's actually the hardest step to remember. Then on the Home ribbon, come over here to the Format Painter in the Clipboard group. I'll click on it, and my cursor will take on a paintbrush, and I'll go ahead and drag across the next set of text that I want, and it will take on that formatting. Now, I am going to undo this, I am going to press Ctrl+Z. There's a second way to use the format painter.
If you have several places that need formatting, you don't have to perform each duplication individually; the format painter can apply the settings to several items much like a painter dipping their brush into a color, and then dabbing the canvas repeatedly. I'll start again by clicking on the original formatted text. Now, this time, instead of clicking on the Format Painter button once, double-click on it, click on it twice. I'll highlight What we have available, and my cursor still has the paintbrush, and so now I'll highlight Order Form.
So you can drag across as much text as you'd like. But, do be careful when you're in Format Painter Mode, because the special effects will apply to any object that you click on. When you're done duplicating the formatting, either click on the Format Painter button again to turn it off, or simply press the Esc key in the upper-left corner of your keyboard. The third method is to apply your formatting to multiple selections all at one time. Let's say I want to change the font color on each of these headings. I'll highlight the first one, hold down my Ctrl key, and then highlight all the rest of them as well.
Holding the Ctrl key allows you to have multiple selections. Now, I'll let go of the Ctrl key, and change my formatting. I'm going to come up to the Font Color button, and I'm going to make this the darkest tan color. I'll also increase it to font size 10, and my changes happen to all of them at once. Last, let's replicate our formatting using the keyboard shortcut. I am going to double-click on the word Price because that has the formatting that I want to replicate. And I'll hold down Ctrl+Shift on my keyboard, and type the letter C.
This copies the formatting, but not the text itself. Now, down here, I have Method of Payment, and I'll go ahead and select it, and then I'll hold down Ctrl+Shift and tap the letter V. That pastes just the formatting. Replicating your formatting using these four methods instead of manually applying the same effect over and over again is perhaps the most time-saving technique you can learn in Microsoft Word.
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