IntroductionWelcome | 00:04 | Hi! I'm Mariann Siegert, and welcome
to Word 2010: Styles in Depth.
| | 00:10 | In this course, we'll discover how
utilizing the power of styles can make you
| | 00:14 | more efficient, your documents more
consistent, and how using styles can even
| | 00:20 | add time to your day.
| | 00:22 | We'll see how to create, modify, delete
and rename, and even navigate with styles.
| | 00:29 | Then I'll show you how to use the power
of custom and pre-built styles to easily
| | 00:34 | create a table of contents.
| | 00:37 | We'll discover the magic behind style
sets, and even create our own style sets.
| | 00:43 | We'll also use and customize a Quick
Style gallery by adding and deleting styles.
| | 00:48 | I'll show you how to set document
defaults, modify the Normal style and the
| | 00:53 | Normal template, and how themes
work hand in hand with styles.
| | 00:58 | Utilizing styles to their fullest
potential can give you a competitive edge
| | 01:03 | while keeping your documents
consistent, and give the look of being
| | 01:07 | professionally designed.
| | 01:09 | We'll be covering all of these features,
plus plenty of other helpful tools and
| | 01:14 | techniques throughout this course.
| | 01:16 | Now let's get started with Word 2010:
| | 01:19 | Styles in Depth.
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| Using the exercise files | 00:00 | If you are a Premium member of the
lynda.com Online Training Library, or if
| | 00:05 | you're watching this tutorial on a
DVD-ROM, you have access to the exercise
| | 00:10 | files used throughout this title.
| | 00:12 | I've placed the Exercise folder
on my desktop for easy access.
| | 00:17 | Each folder contains Word 2010
exercise files that are organized by chapter
| | 00:23 | number and then by movie.
| | 00:26 | If you are a Monthly member or Annual
member of lynda.com, you won't have access
| | 00:31 | to the exercise files, but you can
follow along by creating files of your own or
| | 00:36 | using your own assets.
| | 00:38 | Now, let's get started.
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|
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1. Getting Started with StylesWhy use styles? | 00:01 | There are a lot of questions of "why?"
out there today, and I'll be the first to
| | 00:05 | admit that most of those whys I can't answer.
| | 00:09 | But if you've ever wondered what a
style is, or why in the world you would ever
| | 00:13 | need to use one, then I've got you covered.
| | 00:16 | First, I think it's important to answer
why, and the answer is time, and lots of it.
| | 00:23 | As a matter of fact, if you've use Word
at all, this movie should be titled "How
| | 00:27 | to save lots of time" instead of "Why use styles?"
| | 00:31 | If you're the least bit skeptical, as
I was before someone took the time to
| | 00:35 | show me, watching the next couple of
minutes may save you an enormous amount
| | 00:39 | of time in your future.
| | 00:41 | So, let me stop taking up any more of
that precious commodity, and let me show you
| | 00:46 | how to save time, and in
doing so, what a style is.
| | 00:50 | So just sit back, relax, and watch for now.
| | 00:53 | I'd be showing you how to build
your own styles step by step shortly.
| | 00:59 | As you can see, this document has
absolutely no formatting applied, so I'll begin
| | 01:05 | applying my formatting.
| | 01:07 | I'll select the title, and it needs to
be bold, centered. It needs space after.
| | 01:16 | The first paragraph needs to be
indented. It needs space after.
| | 01:22 | Witnesseth needs to be bold, needs
to be centered, and needs space after.
| | 01:29 | It also needs to be all caps.
| | 01:34 | It also needs to be expanded by
7.5 points. And I'll click on OK.
| | 01:41 | This Whereas paragraph needs an
indent, and it needs space after.
| | 01:48 | What I'm doing here is
known as direct formatting.
| | 01:51 | Direct formatting means to manually
apply formatting to the document, such as
| | 01:55 | bold, indents, your alignment,
and things like that, as opposed to using styles.
| | 02:01 | Now if I go up here to the Undo button,
I can see that I've done thirteen actions so
| | 02:06 | far to this document--and
I'm only halfway through.
| | 02:10 | Previously, I directly formatted the
entire document, and for the sake of time,
| | 02:16 | I'll simply let you know my findings.
| | 02:18 | This particular document requires a
total of sixty-six steps to manually format.
| | 02:24 | Now let's see for ourselves the
difference in time it takes to format this
| | 02:28 | document if we use styles
instead of direct formatting.
| | 02:32 | I'll undo everything I've done so far,
and I'll select the entire document.
| | 02:38 | Now I'll open up the Style window
and I'll apply Body Text First Indent.
| | 02:43 | Next, I'll select the title
and I'll apply the Title style;
| | 02:48 | on Witnesseth, I'll apply the Witnesseth
style; and at the bottom of the document
| | 02:54 | where it says, "The remainder of this
page," we'll have the Remainder style
| | 02:58 | applied; and I'm done.
| | 03:00 | The whole document has been
formatted with styles in one, two, three, four steps.
| | 03:07 | So the bottom line is formatting this
document took a total of sixty-six steps using
| | 03:13 | direct formatting, as opposed
to four steps using styles.
| | 03:17 | In this document alone, that means that
using styles would save you sixteen-and-a-half
| | 03:22 | times the amount of time it would
take you using direct formatting.
| | 03:26 | Multiply that times the number of
documents you work on daily, monthly, or even
| | 03:32 | yearly, and you've probably saved a
pretty good chunk of time that you could use
| | 03:36 | doing something else.
| | 03:38 | What makes styles so much faster?
| | 03:40 | Well, styles are a container for all
kinds of formatting attributes, allowing you
| | 03:45 | to apply all these attributes at
the same time with just one click.
| | 03:49 | Word was designed to use
styles, and is based on styles.
| | 03:54 | As a matter of fact, styles
are the very foundation of Word.
| | 03:59 | Styles also help to maintain
consistency, are the building blocks for creating
| | 04:03 | a table of contents, and make it a breeze to
make global changes throughout your document.
| | 04:08 | I've shown you how using styles can be a
huge timesaver, as opposed to formatting
| | 04:14 | a document using direct formatting.
| | 04:15 | In the next movie, let's see just how
easy it is to create your own styles.
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| Creating your first style | 00:00 | The beauty of Word styles is that not
only do they save you lots and lots of
| | 00:04 | time--as we saw in a previous movie--
but they are also very easy to create.
| | 00:10 | I've used Word since the first
version was released, and for years I was
| | 00:14 | convinced that creating styles not
only took a lot of time, but was under the
| | 00:18 | impression that they were
very difficult to create as well.
| | 00:22 | It took a very long time to convince me
just how easy it was, until someone who
| | 00:26 | actually used them in their daily
workflow sat down and showed me.
| | 00:30 | So let me show you just how easy it
is by creating a style of our own.
| | 00:34 | Although there are many ways to create
a style, one of the easiest ways is to
| | 00:39 | create a style by example.
| | 00:41 | By example simply means to first apply
all of your formatting directly and then
| | 00:47 | tell Word to use your
example to create a new style.
| | 00:50 | So let's get started.
| | 00:52 | The first step is to create
our example to use as our style,
| | 00:55 | so I'll apply a first-line indent to the
very first paragraph by pressing the Tab key.
| | 01:01 | Now, I need to apply space after.
| | 01:04 | Underneath the Paragraph, I'll go
up to the button that says Line and
| | 01:08 | Paragraph Spacing and click.
| | 01:10 | Down at the bottom of this menu,
you'll see Add Space After Paragraph.
| | 01:15 | Click and we've added our space.
| | 01:17 | This paragraph also needs to be justified.
| | 01:20 | So underneath the Paragraph, click on the
Justify button, and now we have our example.
| | 01:27 | So our second step is to tell Word
that we want to use this example to
| | 01:31 | create our own style.
| | 01:33 | Make sure that your cursor is
somewhere within the first paragraph.
| | 01:37 | Since we are creating a paragraph
style, we simply have to be within the
| | 01:41 | paragraph for Word to recognize how the
paragraph is formatted and recognize the
| | 01:46 | formatting attributes applied.
| | 01:48 | Now, we'll open up our Styles
window by clicking on the More button.
| | 01:54 | Down at the very bottom of
this window, you'll see New Style.
| | 01:57 | Click once, and we'll give it a name.
| | 02:00 | Let's call it First Indent Body Text.
| | 02:06 | Now, click OK, and that's it. Congratulations!
| | 02:11 | You've just created your
first style. It's that easy.
| | 02:14 | Notice that the new style is now at the
top of your Styles window, and here it
| | 02:19 | is, Body Text First Indent.
| | 02:21 | So you can see how easy it is to create a style.
| | 02:25 | Let's see how easy it is
to apply it to our document.
| | 02:28 | We could continue going through our
document and applying an indent and space after.
| | 02:35 | But now we have a much easier way.
| | 02:39 | Let's select our entire document by
using the keystroke Ctrl+A. That will select
| | 02:44 | everything in your document.
| | 02:46 | I remember this keystroke by thinking
"Ctrl+All" instead of Ctrl+A. Now, let's
| | 02:51 | apply the First Indent Body Text style.
| | 02:53 | All you need to do is click, and that's it;
your entire document is now formatted
| | 02:59 | with your new style.
| | 03:00 | We still have a little work to do on
the document, but the majority is done.
| | 03:05 | Styles can save a lot of time and they
are also very easy to create and to apply.
| | 03:11 | Coming up in the following movies,
we'll explore styles in much more detail.
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| Displaying styles in use with the Style area| 00:00 | I have a question for you:
Have you ever used a style before?
| | 00:05 | If you just answered no, you may be
surprised to know that the correct answer
| | 00:09 | is most probably yes.
| | 00:11 | Believe it or not, if you've used
Microsoft Word, you've used styles.
| | 00:16 | That's because straight out of the box
Word automatically opens new documents
| | 00:21 | using a default paragraph
style called the Normal style.
| | 00:25 | When you open a blank document, by
default the Normal style is what tells
| | 00:30 | Word what font, alignment, the spacing after,
and so forth to use when you start to type.
| | 00:37 | Then how can you tell that Word is using
the Normal style when you open a document?
| | 00:42 | One of the ways to see what style or
styles are in use in your document is by
| | 00:46 | using a tool called the Style area.
| | 00:49 | For veteran Word users, you may recall
the older versions of Word also included
| | 00:54 | this feature, and it's
still available in Word 2010;
| | 00:57 | it's just a little harder to find.
| | 01:00 | So let's see the Style area in action.
| | 01:03 | We'll start by opening a blank document,
by using the keyboard shortcut Ctrl+N.
| | 01:09 | The Style area feature is a bit hidden.
| | 01:12 | When I say hidden I mean that you first
have to turn this feature on from your
| | 01:16 | Word Options menu before you can see it at all.
| | 01:19 | Not only that, but you can only view it
from the Draft or Outline view, not from
| | 01:24 | the default Print Layout view.
| | 01:27 | First go to File and then Options. Then go
to Advanced and then find the Display area.
| | 01:37 | Underneath of Display, you'll see Style
area pane width in Draft and Outline views.
| | 01:43 | Type in the number 1 and then click
on OK. But the Style area is not there.
| | 01:50 | Remember to view the Style area, we have
to be in the Draft or Outline view, so
| | 01:55 | I'll go to View and then Draft, and there it is.
| | 01:59 | We can now see the Style area.
| | 02:03 | The Style area is a vertical area
along the left edge of the document window
| | 02:07 | that displays the name of the paragraph
style that's applied to each paragraph.
| | 02:12 | As we can see, the Normal style is
indeed in use behind the scenes.
| | 02:16 | If you press the Enter key a few times
on your keyboard, you'll create a few new
| | 02:21 | paragraphs, and you'll see that the
Normal style will be applied to each
| | 02:25 | paragraph, unless you or someone
else reset your Word defaults, that is.
| | 02:29 | So even if you didn't know it, you've
been using the Normal style all along
| | 02:34 | when you're using Word.
| | 02:35 | The Style area will stay on until you
decide to turn it off; therefore, it's a
| | 02:41 | good idea to leave it turned on so
you don't have to go through all of these
| | 02:44 | steps each and every time you need to use it.
| | 02:47 | In other words, if you leave it on, all
you have to do to view this Style area is
| | 02:53 | to go to the Draft or the Outline view.
| | 02:56 | I'll go to my exercise file and go to
View > Draft. The Style area can be
| | 03:03 | resized, so I can click and drag either
way to make it either larger or smaller.
| | 03:10 | You can see all of your applied
styles in the document by just looking at
| | 03:15 | the Style area here.
| | 03:16 | If I click and drag it all the way to
the left, the Style area disappears. In
| | 03:21 | order to bring it back, you have to
turn it back on again by going up to
| | 03:26 | File > Options > Advanced, go down to the Display
area and type in 1. Press OK and it's back.
| | 03:42 | By viewing the Style area, you can see
what styles are in use in your document.
| | 03:47 | As you can see, by default new documents in
Word open using the Normal paragraph style.
| | 03:53 | We'll be going into more detail about
what the Normal style is, changing the
| | 03:58 | default settings, and knowing what
formatting attributes are applied to the
| | 04:02 | Normal in the upcoming movies.
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| Viewing formatting applied to a style| 00:00 | Word provides us with several tools to view
the formatting attributes applied to a style.
| | 00:05 | We'll be looking at several
of these throughout this movie.
| | 00:08 | One of the most powerful tools to view
formatting attributes is known as the
| | 00:12 | Reveal Formatting pane.
| | 00:14 | If you came from a WordPerfect
background, the Reveal Formatting tool is
| | 00:17 | similar to the old Reveal Codes in WordPerfect.
| | 00:20 | I call it "Reveal Codes on Steroids."
| | 00:23 | Let's check it out.
| | 00:25 | Begin by going to a new document.
| | 00:27 | You can press Ctrl+N on your keyboard.
| | 00:29 | Then press Shift+F1 to open
up the Reveal Formatting pane.
| | 00:34 | The first thing we want to do is check
both of the boxes at the bottom of the
| | 00:38 | Reveal Formatting pane.
| | 00:40 | We now see the formatting attributes
relative to the location of your mouse when
| | 00:44 | you open the Reveal Formatting pane.
| | 00:47 | At the very top, you'll see
From Paragraph Style: Normal.
| | 00:51 | This means that the Normal style is in
use, even before you ever begin to type.
| | 00:57 | This pane allows you to see exactly
what attributes are applied to your Normal
| | 01:01 | style, therefore knowing what
attributes will be applied as you start to type.
| | 01:06 | So where does it get these settings from?
| | 01:08 | In Word 2010, the Normal style gets
its default settings from the document
| | 01:13 | default settings, which are in
turn based on the default theme.
| | 01:17 | Let's say, for example, you or your
company decides to use Times New Roman as
| | 01:21 | your default font instead of Calibri.
| | 01:24 | Since Word gives you the ability to
change default settings, and the default
| | 01:27 | theme, one person's Normal style
may be different from another's.
| | 01:32 | We'll be going into detail on how to
set the document, template, and the theme
| | 01:36 | defaults in upcoming movies.
Now, let's open up the exercise file.
| | 01:41 | Press Shift+F1 on your keyboard to
open up the Reveal Formatting pane.
| | 01:45 | Click anywhere in your document, such
as up here at the title, and the Reveal
| | 01:50 | Formatting pane will show you all
of the formatting attributes that are
| | 01:53 | associated with the title.
| | 01:56 | If you click on the Options down at the
bottom, you'll see even more information.
| | 02:01 | Notice the button here that
says Compare to another selection.
| | 02:04 | Let's say that we're experiencing
formatting issues in our document and we need
| | 02:08 | to compare two paragraphs against each other.
| | 02:12 | This is where this check box comes in handy.
| | 02:14 | Select the first
paragraph underneath of RECITALS.
| | 02:19 | Then click Compare to another selection.
| | 02:22 | Now, select the following paragraph
that starts with "WHEREAS, on July 29th."
| | 02:28 | All of the formatting differences between
the two document shows in this pane here.
| | 02:33 | There are differences
between the styles and tabs.
| | 02:37 | Our second paragraph is using Body
Justified, whereas the first paragraph is
| | 02:42 | using the Body Text style.
| | 02:44 | You can also view formatting applied
to the style by using the Styles window.
| | 02:49 | I'll close the Reveal Formatting
pane and open up the Style window.
| | 02:54 | If you hover your mouse over any of the
styles in the Style window, you'll see a
| | 02:58 | description of the style.
| | 03:00 | I am going to scroll down
until I find the Normal style.
| | 03:04 | There is the description. Another
way to see this too is to click on the
| | 03:07 | down arrow and go to Modify.
| | 03:10 | Down here at the bottom, you'll also
see a more complete description than just
| | 03:15 | hovering over the style
itself from the Style window.
| | 03:18 | We've learned that you can use multiple
tools to view the formatting applied to a style.
| | 03:23 | We've looked at the Reveal
Formatting pane--which is my personal
| | 03:27 | favorite--explored the Compare
Formatting tool, and used the Style
| | 03:31 | window to view a style's definition.
| | 03:34 | We'll be looking at some of these
features in more detail in upcoming movies.
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| Learning about the five types of styles| 00:00 | Word 2010 has four primary kinds of
styles: character, paragraph, table, and list.
| | 00:07 | There is also a fifth style type
called link styles which we'll be exploring.
| | 00:13 | It's important to understand what each
type of style is designed to do, so you
| | 00:18 | know which type of style to use,
create, or apply in your documents;
| | 00:22 | otherwise, you may not get
the expected or desired results.
| | 00:26 | So, let's take a look at each type of style.
| | 00:29 | I'll begin by opening up the Style
window and then clicking on Manage Styles.
| | 00:36 | I'll then make sure that the Sort
order is By type and then scroll to the
| | 00:41 | very top of this window.
| | 00:43 | The little A here represents character styles.
| | 00:46 | There are twenty-four built-in character styles.
| | 00:50 | Next, you'll see the link styles.
| | 00:53 | The link styles have a paragraph mark
and a small letter A in front of each.
| | 00:58 | As you continue to scroll down,
you'll see the paragraph styles.
| | 01:02 | They are depicted by a
little tiny paragraph mark.
| | 01:06 | There are ninety-three built-in paragraph and link styles.
| | 01:10 | As we continue on down,
you'll see the table styles.
| | 01:14 | There are a hundred and forty-three
built-in table styles.
| | 01:19 | At the very bottom, you'll see your list styles.
| | 01:22 | There are only four built-in list styles.
| | 01:25 | In addition to these two hundred and sixty-four built-in styles,
there are also eleven built-in style sets.
| | 01:34 | If I cancel here and go to Change
Styles, you'll see Style Set at the top.
| | 01:40 | These eleven built-in style sets are
templates that are used as a container to store
| | 01:45 | groups of styles for you.
| | 01:47 | Let's now take a look at character styles.
| | 01:50 | If I select on the Insert tab, I can
apply such formatting manually as bold,
| | 01:57 | italics and underline, but I
can store all of these formatting
| | 02:01 | characteristics in a style.
| | 02:03 | I'll click on TXT FIRST WORDS.
| | 02:06 | I just applied small caps, bold,
underline, and italics with just one click.
| | 02:11 | Character styles can be made up of
such things as bold, italics, underline,
| | 02:16 | the font size, and color, and things
such as these that will not be applied to
| | 02:20 | the entire paragraph.
| | 02:22 | Since my character style TXT FIRST
WORDS applies four different formatting
| | 02:27 | attributes at once, it's a whole lot
easier when you're selecting each of those
| | 02:32 | combinations one by one, especially
if the document was long and used a
| | 02:36 | combination of these formatting
attributes throughout the document.
| | 02:40 | Now let's take a look at paragraph styles.
| | 02:43 | Paragraph styles are used for
formatting an entire paragraph.
| | 02:47 | I'll apply my Paragraph Sample style.
| | 02:50 | This applies such things as
alignment, line spacing, tabs, indents and
| | 02:57 | even border and shading.
| | 02:58 | Those are just a few of the formatting
attributes you can store in a paragraph style.
| | 03:03 | Character formats, such as your font
and font size, may also be included in
| | 03:08 | paragraph styles, as long as
they refer to an entire paragraph.
| | 03:13 | The most well-known and most-used
paragraph style is the Normal style.
| | 03:18 | Link styles were added in Word 2007.
| | 03:22 | They can be used as either
character styles or as a paragraph style.
| | 03:27 | I'll select "Quick Style gallery."
| | 03:29 | Now my Heading 1 is a
great example of a link style.
| | 03:34 | Again, it could be used as either a
character style or a paragraph style.
| | 03:39 | Since I simply have "Quick Style gallery"
selected and not the entire paragraph,
| | 03:45 | when I apply Heading 1,
it's used as a character style.
| | 03:49 | Now I'll use it on the entire
paragraph as a paragraph style.
| | 03:54 | I'll simply do an undo on my keyboard with
Ctrl+Z and then click anywhere in the paragraph.
| | 03:59 | I don't have to select it.
| | 04:01 | I'll click on Heading 1 again, and now
it's being used as a paragraph style.
| | 04:07 | Just a note to you veteran Word
users: link styles take care of the
| | 04:11 | long-standing issue of Char Char styles.
| | 04:14 | Char Char styles will no
longer haunt you or your documents.
| | 04:18 | Now let's scroll down to this table
and take a look at table styles, and
| | 04:23 | click anywhere in it.
| | 04:24 | Table styles can contain such
formatting attributes as alignment, borders and
| | 04:29 | shading, and alternating row
and column colors called banding.
| | 04:33 | Table styles are not listed on the
Styles window, but they are listed in their
| | 04:38 | own gallery, underneath of Design.
| | 04:42 | And here's the Table Style gallery.
| | 04:44 | There's more to it than this.
| | 04:45 | If I click on the down arrow, you
can see that there are indeed a hundred and forty-three
| | 04:51 | different table styles.
| | 04:54 | Although there are already a hundred and
forty-three built-in table styles, you can create your own,
| | 04:59 | and you can add them to this gallery.
| | 05:01 | Scroll down a bit more, and you'll see
a numbered list and a bulleted list.
| | 05:07 | List styles are used to format list
containing bullets, numbering, and symbols.
| | 05:13 | List styles can store up to nine
levels of formatting, which is called
| | 05:17 | multi-level formatting.
| | 05:19 | And you can also use a mixture of
numbering, bullets, and symbols in one style.
| | 05:24 | In this movie, I've shown you
the different types of styles--
| | 05:29 | paragraph, character, linked, list and
table--and what each is designed to do.
| | 05:35 | Understanding what each type of style
is used for will help you know the best
| | 05:40 | type of style to apply in your documents.
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| Understanding how themes relate to styles| 00:00 | Microsoft introduced themes in Word 2007.
Just as there are built-in styles and
| | 00:06 | style sets, Word also comes
prepackaged with built-in themes.
| | 00:11 | Styles are built upon themes;
| | 00:14 | therefore themes work hand in hand with styles.
| | 00:17 | Styles are built upon
whichever themes are in place.
| | 00:21 | Let's take a look at themes and how
it's important to understand how they work
| | 00:26 | when you're working with your styles.
| | 00:28 | Let's say we just received this
employee handbook from our company.
| | 00:32 | We need to fix it up.
| | 00:33 | The first thing we need to do is
change the color and the fonts throughout
| | 00:36 | the whole document.
| | 00:38 | That's where our themes
can really come in handy.
| | 00:41 | I'll begin by opening up the Style window.
This way we can see, live, how our themes
| | 00:47 | are going to affect our styles.
| | 00:49 | Now I'll switch over to Draft
view by going to View > Draft.
| | 00:55 | I can see by scrolling through this document
that someone had applied heading styles
| | 00:59 | and list styles, but other than
that, the Normal style is in use.
| | 01:05 | Now I will switch back to Print Layout view.
| | 01:08 | Since most of the styles applied are
heading styles, I am going to scroll down
| | 01:12 | to where you can see the
heading styles from the Styles window.
| | 01:17 | Go to Page layout, and then you will
find the Themes button underneath of
| | 01:21 | the Themes section.
| | 01:22 | I can see by hovering over the Themes
button that the current theme in use
| | 01:27 | is the Office theme.
| | 01:29 | If I click on the down arrow, I'll see
a list of my themes that are available.
| | 01:33 | Now if you hover your mouse over any of
these individual themes, you will see a
| | 01:38 | live preview of how that
particular theme will look in your document.
| | 01:43 | Things such as font and font color may
change as you hold your mouse over each.
| | 01:47 | I am going to apply a theme, but notice
first the styles that are in use and how
| | 01:53 | they look over in our Style window before we do.
| | 01:55 | I will go back up to Themes
and apply the Aspect theme.
| | 02:01 | The fonts and the colors change
throughout our styles in the Styles window
| | 02:06 | and in our document.
| | 02:08 | The styles changed due to the fact
that the styles are based on themes.
| | 02:13 | Theme sets include colors, fonts,
and effects, such as colors in charts and graphs.
| | 02:19 | Let's go back and select
Opulent underneath of Themes.
| | 02:29 | Opulent is using a pinkish-purplish color theme.
| | 02:33 | When I hover my mouse over fonts, I can
see that the theme fonts that are being
| | 02:38 | used by Opulent are Trebuchet, for
both the heading and the body styles.
| | 02:43 | Now I will switch to Newsprint, so I will
go to Themes and find Newsprint and click.
| | 02:49 | If I go back up and hover my mouse over
Fonts, I can see that it's using Impact
| | 02:55 | and Times New Roman as its fonts.
| | 02:58 | Notice the change in the
document to my styles.
| | 03:02 | Now I will go to page 21 in the handbook.
| | 03:05 | I'm just going to press Ctrl+G on my
keyboard and then just type in 21 and click
| | 03:11 | on Go To. And then I will close this window.
| | 03:14 | Let's take a look at how themes will
affect our chart when we change our theme.
| | 03:18 | I'll switch back to the Office theme,
by going to Themes and then Office.
| | 03:23 | It's at the very top of your list;
| | 03:27 | it's not in alphabetical order.
| | 03:29 | Notice how the colors of your chart
also change. You can mix it up as well.
| | 03:34 | Remember we are using the Office theme now.
| | 03:36 | We can change the color
set to something different.
| | 03:39 | So I will go up to Colors,
and I'll change this to Technic.
| | 03:46 | Now if I hover over my theme, I can
see that the Office theme is still in use;
| | 03:51 | and if I hover over my colors,
the Color theme is Technic.
| | 03:56 | The Font theme is still
Office, as is the Effects theme.
| | 04:01 | So in other words our colors reflect
the Technic color theme, while everything
| | 04:06 | else besides the colors is using the
attributes that belong to the Office theme.
| | 04:11 | Let's say our company's marketing
department has a particular branding color
| | 04:15 | that they just told us that we
need to use in each of our documents.
| | 04:19 | Let's create your own custom theme
that uses our company's color sets.
| | 04:23 | I'll switch to my other file that
contains the RGB number sets that the
| | 04:28 | marketing department has sent us.
| | 04:30 | I'm going to create a theme from the
color sets from the bottom row of our first
| | 04:35 | set of numbers here.
| | 04:37 | I'll switch back to my other document
and create a theme based on these colors.
| | 04:42 | I will go up to Colors > Create New Theme
Colors, and then underneath of the first
| | 04:49 | number that says Text/Background - Dark,
| | 04:49 | I will click on the down arrow and go
to More colors, and then go to Custom. And
| | 04:58 | our Red number is 189, our Green is 184,
our Blue is 158, and I will click on OK.
| | 05:12 | In our second box for the Text/
Background - Light one, I will click on the down
| | 05:16 | arrow, again go to More Colors > Custom.
Our Red number will be 198, our Green
| | 05:25 | number is 206, our Blue number
is 189, and I'll click on OK.
| | 05:34 | In our third box here underneath the
Text/Background - Dark2, I'll click on the
| | 05:38 | down arrow More Colors > Custom. And our
Red number for this is 228; our Green
| | 05:45 | number, 232; our Blue,
number 143; and then click on OK.
| | 05:54 | Now click on the Name box
and replace Custom 1 with our name.
| | 05:59 | Since our company is to Two Trees
Olive Oil, we will save this as Two Trees.
| | 06:07 | And then click on Save.
| | 06:09 | Now we haven't saved this as a new theme yet.
| | 06:12 | We saved it as a new color theme.
| | 06:15 | I want to save all of my changes--
| | 06:18 | that's my colors, my fonts, my effects--
everything all together as one new theme.
| | 06:24 | So this time I will go to Themes,
click on the down arrow, and choose
| | 06:28 | Save Current Theme.
| | 06:30 | Again I will name this Two
Trees and then click on Save.
| | 06:35 | Our new theme is now listed under
Custom at the top of our Themes window.
| | 06:41 | As you can see, styles are based on themes.
| | 06:44 | When you change a theme, your style
colors, your fonts, the effects--all of this
| | 06:49 | changes based upon your theme settings.
| | 06:52 | You can create your own custom
themes, or you can use prebuilt themes.
| | 06:57 | Remember, if you're going to use a
theme other than the default, it's best
| | 07:01 | practice to choose another
theme prior to creating your styles
| | 07:05 | so you won't be re-creating the wheel
when you're selecting another theme--which
| | 07:09 | will change the styles in your document.
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|
|
2. Applying StylesUsing the Styles window to apply styles| 00:00 | The Styles window is one of the most
important features when working with styles.
| | 00:04 | It has a feature that allows you
to view a style prior to applying,
| | 00:09 | tooltips to see what formatting
attributes are defined in the style, ways to
| | 00:13 | modify and delete styles,
and it's a central hub for style users.
| | 00:19 | And, of course, it allows you to
apply styles, which we are about to do.
| | 00:23 | We have a catalog layout
that we need to add styles to.
| | 00:27 | The content changes for each edition of
the catalog, but we want the formatting
| | 00:32 | to remain consistent with our previous
issues, so let's get started by giving it
| | 00:36 | some style using the Style window.
| | 00:39 | Begin by clicking anywhere in the
heading one, which is our California Calm
| | 00:44 | up here at the top.
| | 00:46 | Make sure you don't have something
selected, like I just did here; just click
| | 00:49 | anywhere in the paragraph.
| | 00:51 | There are two ways to open up the Style window.
| | 00:54 | You can use Ctrl+Alt+Shift+S
and that will open up the style
| | 01:00 | window, or you can click on this Extend button.
| | 01:04 | It's right underneath of
Change styles on the Home Ribbon.
| | 01:08 | If you click on this little down arrow,
it will also open up the Style window.
| | 01:13 | Down at the bottom of your style
window, you have a little check box here
| | 01:18 | that says Show Preview.
| | 01:20 | It's nice to have this turned on,
because you will be able to see a preview of
| | 01:24 | what your styles look like prior to applying.
| | 01:27 | We have already selected California Calm.
| | 01:30 | Now we will apply the
Heading 1 style to California Calm.
| | 01:34 | In this particular document, we've
called the heading 1 California Heading 1.
| | 01:39 | Click on it, and it's applied. It's that easy.
| | 01:42 | Now let's style the rest of our document.
| | 01:45 | Just click anywhere in the intro
paragraph, and we will apply California Intro.
| | 01:51 | And the next paragraph that starts with
"Who can say," click in that paragraph and
| | 01:56 | it's a body paragraph,
| | 01:58 | so we want to apply the California Body style.
| | 02:03 | Click on Orange County Oasis.
| | 02:05 | That's a subtitle for the body, and we'll
apply to California Body Subtitle style.
| | 02:13 | Click in the paragraph that
starts with "Nestled along."
| | 02:16 | That's also a California Body style,
so click on it. We are almost there.
| | 02:22 | So click on Yosemite Yoga Retreat.
| | 02:25 | It's also a subtitle, so click
on California Body Subtitle.
| | 02:29 | The last paragraph here is "Experience
the ultimate." Click on that paragraph,
| | 02:34 | and it's also a body,
| | 02:35 | so let's apply to California Body.
| | 02:38 | We've done most of our document, except we
have missed this table here in the middle,
| | 02:43 | so let's apply some styles to it.
| | 02:45 | Click on the word Tour. Then in your
Style window, scroll down till you see the
| | 02:51 | style that's called
California Tour Info Title and click.
| | 02:55 | We want to apply the California Tour Info
Body to the entire text box here in our table,
| | 03:02 | so click in this textbox and you will see
a box with dashed lines all the way around.
| | 03:08 | Click on the line, and it will become solid.
| | 03:12 | Now let's apply our style.
| | 03:14 | Click on California Tour
Info Body, and we are done.
| | 03:18 | I have shown you two ways to open the
Styles window: by using the Extend button
| | 03:24 | and by using Ctrl+Alt+Shift+S. It's easy
to apply styles using the Style window.
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| Applying styles using the Apply Styles box and alias names | 00:00 | Microsoft added the
Apply Style box in Word 2007.
| | 00:04 | Similar to the classic Styles box in
previous versions of Word--and don't worry;
| | 00:09 | that is still available, and we will be
taking a look at it in an upcoming movie--
| | 00:13 | the Apply styles box is one of the fastest
and easiest ways to apply styles in Word,
| | 00:19 | especially when coupled with using
style-named aliases and the keyboard shortcut
| | 00:24 | Ctrl+Shift+S. Let's continue adding some
style to our second page of our catalog.
| | 00:30 | So let's first go down to the second page.
| | 00:33 | Now press Ctrl+Shift+S.
Here is our Apply Style box.
| | 00:39 | Click on California Calm.
| | 00:41 | We are going to apply the
California Heading 2 style,
| | 00:45 | so locate it in the dropdown
and click. Now that was easy.
| | 00:49 | Let's take a look at using
aliases with our Apply Style box.
| | 00:54 | Click on Napa Valley Validation. Press
Ctrl+Shift+S and that will place your
| | 01:02 | cursor in the Apply Styles box.
| | 01:04 | The alias for our California Body
Subtitle, which is what we need to apply, is
| | 01:10 | Cbs, so just type the letters Cbs and
press Enter and your style is applied.
| | 01:18 | Now click in the paragraph that
starts with "You are worth it." Press
| | 01:23 | Ctrl+Shift+S. We'll now be in the Apply
Styles box. And the alias for California
| | 01:29 | body is Cb, so type Cb and press Enter.
| | 01:35 | Over on the right side here,
you will see a little blue box.
| | 01:40 | Click within the blue box.
| | 01:42 | This is our little splash box, and we
are going to apply the California Splash
| | 01:46 | Box style. Press Ctrl+Shift+S on your
keyboard. And the name of our alias for
| | 01:53 | splash box is sb, so type sb and press Enter.
| | 01:59 | Click on the subtitle "Fact" here in
the middle on your table, and you'll see
| | 02:03 | that this is a text box.
| | 02:05 | We are going to apply the alias of ft,
so press Ctrl+Shift+S, type the alias
| | 02:12 | of ft, and press Enter.
| | 02:16 | Now click on the table that begins
with "The word massage" and you'll see
| | 02:20 | that this is a text box.
| | 02:22 | Press Ctrl+Shift+S. That will take us
to the Apply Styles box, and we are going
| | 02:27 | to use the alias for this part of it
as fb. So press fb, press Enter, and you
| | 02:36 | will notice that it only applies
the style to the first paragraph.
| | 02:40 | That's because this is in a text box.
| | 02:43 | And with our text box, you must select
the entire text box if there's more than
| | 02:48 | one paragraph that you need to apply it to.
| | 02:51 | So click on the line on the text box.
Make sure that there's a solid line all the
| | 02:55 | way around so it's selected and then
press Ctrl+Shift+S on your keyboard.
| | 03:00 | We will apply our style to the
entire text box and all the text within it.
| | 03:04 | The alias is fb, so press fb again, press
Enter, and you'll see that the style is
| | 03:12 | applied to everything that's
contained within that text box.
| | 03:16 | Now we are done styling the second page.
| | 03:19 | Using the Styles box coupled with using
aliases can speed up your work considerably.
| | 03:25 | It is a very quick and easy way to
styling your document in a short amount of time.
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| Using the classic 2003 Style box| 00:00 | If you are a veteran Word user, you may
be wondering what happened to--or perhaps
| | 00:05 | frantically searching for--
the classic Word Styles box.
| | 00:10 | In Word 2007, Microsoft added the Apply
Styles box to replace the classic Styles box.
| | 00:17 | During pilot testing, they found that a lot of
veteran users pleaded for it to be returned,
| | 00:22 | so Microsoft complied, and they put in the
ability to add it to your Quick Access Toolbar.
| | 00:28 | You may find after using the Apply
styles box that you don't need it, or like
| | 00:33 | myself, I like having the
opportunity to use both.
| | 00:37 | As always, work the way that works best for you.
| | 00:40 | So, where is it, and how do I turn it on?
| | 00:44 | Well, it's part of the Quick Access Toolbar.
| | 00:46 | So click on the little line with the
arrow pointing down up here at the top in
| | 00:50 | your Quick Access Toolbar
and then select More Commands.
| | 00:55 | Scroll down underneath of Popular Commands
until you find Style and then click on Add.
| | 01:02 | Click on OK, and that's all there is to it.
| | 01:05 | Here is your classic 2003 Styles box
now located on your Quick Access Toolbar.
| | 01:11 | When you get out of Word and get
back in, it will still remain on your
| | 01:15 | Quick Access Toolbar.
| | 01:16 | The keyboard shortcut Control+Shift+S
used to open the classic Style box, but
| | 01:23 | now it opens the Apply style box.
| | 01:26 | But there is a way to find out what the
shortcut is for your classic Style box.
| | 01:32 | Click anywhere in your document and
then hold down and press your Alt key on
| | 01:37 | your keyboard until you see
a set of numbers and letters.
| | 01:41 | Each one corresponds to either a menu item...
| | 01:44 | The number 4 on my computer
corresponds with the classic Style box.
| | 01:50 | Yours may be different than mine,
depending on how many things that you've added
| | 01:55 | to your Quick Access Toolbar.
| | 01:57 | Keep that number in mind, as
we will be using it later.
| | 02:00 | When you want to use the shortcut keys,
you don't just press, let's say the
| | 02:04 | number 4 in my instance.
| | 02:06 | Each one of these numbers and letters
are associated with a combination of Alt
| | 02:12 | and the number or the letter.
| | 02:14 | So to get to my classic Styles box, my
keyboard shortcut would be Alt and the number 4;
| | 02:20 | and it's not F4, as in the
function keys--it's just the number 4.
| | 02:24 | Now let's use that to apply a style.
| | 02:27 | Scroll down to the second page.
| | 02:30 | Click on California Calm. And we are
going to apply California Heading 2 using
| | 02:35 | our classic Style box, and we will also use the
alias for a California Heading 2, which is Ch2.
| | 02:42 | I am going to close my Apply
Styles box and then just press Alt+4 on my keyboard.
| | 02:50 | And remember, your keyboard
shortcut may be different than mine.
| | 02:55 | Type in the alias of Ch2 and then
press Enter, and our style has been applied.
| | 03:02 | One thing I love about the classic
Styles box is that you can hold down your
| | 03:06 | Shift key and click on the down arrow
to view all of your available styles.
| | 03:13 | This means that not only can you see
paragraph styles and your link styles,
| | 03:19 | your character styles, but you can
also see your table styles and any list
| | 03:24 | styles that are available.
| | 03:26 | Keep in mind that this is not an
option from using your Style window or
| | 03:31 | the Apply Style box.
| | 03:33 | The thing I like best about the Styles
box is that it allows you to see what
| | 03:37 | paragraph style is in use
wherever your mouse is sitting.
| | 03:41 | So click anywhere in your document,
and you can see in the classic Styles box the
| | 03:46 | name of the style that's in use.
| | 03:49 | If I click here on the
word Fact, Normal is applied.
| | 03:51 | If I click on California Calm, California
Heading 2--which we just applied--is applied.
| | 03:57 | Scroll up a little.
| | 04:00 | Click on the intro paragraph.
| | 04:02 | Our classic Styles box tells us
that the California Intro is applied.
| | 04:07 | This can be very handy.
| | 04:09 | You can test this by just clicking
around in your document and viewing which
| | 04:13 | paragraph style is in use in the Styles box.
| | 04:16 | Also, if you are using a character
style, when you click on the character style
| | 04:22 | itself, it will show you the name of the
character style up in this box as well.
| | 04:27 | One thing to note: if you create a new
paragraph style using the classic Style
| | 04:31 | box, your style will not
automatically be added to the Style gallery;
| | 04:36 | but if you create a style using
the new Apply Style box, it will.
| | 04:40 | Of course, you can always manually
add the style to the gallery if need be.
| | 04:45 | I know a lot of you veteran word users are
happy to see this feature is still available.
| | 04:50 | For those of you that are just getting
started with styles, it's a great tool to
| | 04:54 | have open and available for use anytime
from your Quick Access Toolbar. And it's
| | 04:59 | a great help in knowing, at a
glance, what style is in use.
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| Replacing one style with another using Find and Replace | 00:00 | You may sometimes find that you need to
replace one style with another in your document.
| | 00:04 | Perhaps you have changed your mind,
or you decided another style will look
| | 00:08 | better. Or instead of having to
tediously select and apply the style, you might
| | 00:13 | have decided to use an old trick of the trade
by allowing Word to do some of the work for you,
| | 00:18 | which is what I'm about
to show you in this movie.
| | 00:20 | Notice that the Normal style has been applied
to all of the body text in our document here.
| | 00:27 | I can tell the Normal style has been
applied by clicking in the paragraph
| | 00:31 | and then looking at the classic Style
box up here at the top that we added
| | 00:35 | in a previous movie.
| | 00:37 | So the Normal has been applied to
each one of our body text styles.
| | 00:42 | All of the instances of the Normal style
need to be set to the California Body style.
| | 00:47 | Let's let Word do the work for
us by using Search and Replace.
| | 00:52 | When you're using Search and Replace,
the first thing to do is be sure that
| | 00:56 | you're at the very top of your document.
| | 00:58 | To go to the very top of
the document, press Ctrl+Home.
| | 01:03 | Making sure you're at the top of your
document is especially important when
| | 01:06 | your document contains text boxes, like
this one does, and when you want to search
| | 01:11 | the entire document;
| | 01:13 | otherwise, Word may only search
through one text box for your style, and that
| | 01:18 | is not what we want--
we want it to check our whole document.
| | 01:22 | Press Ctrl+H on your keyboard to
open up the Find and Replace dialog box.
| | 01:28 | It will take you to the Replace tab.
| | 01:30 | Our first box here says Find what.
| | 01:33 | Click on that box and then click on More.
| | 01:36 | What we want to find is the Normal style.
| | 01:39 | So click on Format, go down to
style and start to type the word Normal.
| | 01:44 | If you just press a letter N, it will
take you to the N's, and we will find the
| | 01:49 | Normal style and click on OK.
| | 01:52 | Notice that it now says Find what.
| | 01:54 | There's nothing in this box,
but underneath, it says Format, Style: Normal.
| | 02:00 | Click on the Replace with box.
| | 02:02 | We want to replace it with
the California Body style,
| | 02:06 | so again go to Format, Style, and this
time type in the letter C for California.
| | 02:13 | And we want the California Body style,
click on OK, and now it's says Replace
| | 02:19 | with, Format, Style: California Body.
| | 02:23 | Make sure the Search Options
here are set to Search All.
| | 02:28 | You can use the Replace option to
replace one instance at a time if you're not
| | 02:34 | certain what Word will find and replace.
| | 02:36 | If you are sure what styles are in
place and exactly what it will replace, then
| | 02:42 | go ahead and go for it,
using the Replace All option.
| | 02:46 | Since we have already checked our
document and we know which styles it will
| | 02:49 | replace, let's go for it.
| | 02:51 | Select the Replace All option.
| | 02:55 | It tells us that Word has completed its
search, and it's replaced six of our styles.
| | 03:01 | Click on OK and then click on Close.
| | 03:05 | Now all instances of the Normal
style have been replaced for us.
| | 03:10 | Just think how much time that
could save you in a two-hundred-and-fifty-page document.
| | 03:15 | We have learned a quick and easy way
of replacing one style with another
| | 03:19 | throughout our document.
| | 03:20 | This can truly be a handy tool and
a beneficial trick of the trade for
| | 03:25 | Word style gurus.
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| Using table styles to add professional design| 00:00 | Word comes with one hundred and forty-three
built-in Table styles.
| | 00:04 | These styles allow you to add professionalism
and design to your documents with just a click.
| | 00:10 | Paragraph and fonts formats, along
with color schemes and things like
| | 00:13 | alternating colors of rows and columns--
which is called banding--are included
| | 00:18 | in the built-in styles.
| | 00:20 | Click anywhere inside of the
table to make the table active.
| | 00:24 | Once you do, you will see, underneath
the Table tools, Design and Layout.
| | 00:29 | Click on the Design tab.
| | 00:31 | If you hover your mouse over any of
the styles, you will see a live preview
| | 00:36 | taking place on the table below.
| | 00:38 | You can expand the Style gallery
by clicking on the More button.
| | 00:43 | Once you do, the only problem here
is you will be able to see all of your
| | 00:46 | Table styles but you won't be able to see
the live preview of your table underneath of it;
| | 00:52 | it covers it up.
| | 00:53 | Notice how they have made
these color coordinated.
| | 00:57 | Most of the greens are in one column, the
purples, the blues, the oranges, and so forth.
| | 01:01 | I will press the Escape key
to exit the Style gallery.
| | 01:07 | Let's say in our catalog here we want to
match the greens of our trees here in our table.
| | 01:13 | So click anywhere in the table and then
hover your mouse over the styles in
| | 01:18 | the Style gallery and you
will see your live preview.
| | 01:22 | I'll pick one of the greens here.
| | 01:24 | I will use Medium Shading 1
Accent 3. Click to Apply.
| | 01:33 | Let's say you change your mind.
| | 01:34 | Instead of green--because that's just a
little too much green--let's say that we
| | 01:39 | want to use orange to match his shirt.
| | 01:41 | Find the style that you like and simply click.
| | 01:45 | Applying any of Word's hundred and forty-three
built-in table styles is a snap.
| | 01:50 | The live preview allows you to test how
your table will look prior to applying.
| | 01:55 | If you change your mind, no problem;
| | 01:57 | simply select another style from the style menu.
| | 01:59 | In upcoming movies, we will learn how to
create our own table styles and modify
| | 02:05 | and customize the layout and
design of pre-existing table styles.
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| Formatting numbered and bulleted lists using styles| 00:00 | Word comes prepackaged with several
automatic numbered and bulleted styles.
| | 00:05 | If you've ever manually typed a list
of numbers into your document and then
| | 00:09 | added a paragraph to the middle, you'll
know the pain of having to readjust all
| | 00:13 | of your numbering manually again
throughout the rest of your document.
| | 00:17 | Whether it's a list of 123's,
| | 00:18 | ABC's, or even Roman numerals,
Word can automatically apply and adjust
| | 00:24 | numbering when you make a
change using numbered styles.
| | 00:27 | Open up a blank document.
| | 00:30 | You can press Ctrl+N on your keyboard.
| | 00:32 | From the Home Ribbon, under the Paragraph
section, the second button on the row in
| | 00:38 | the top says 123.
| | 00:40 | This is for your numbering. I'm just
going to click and the number 1 appears.
| | 00:45 | The default numbered list is set to
one instead of ABC or Roman numerals
| | 00:50 | I'll type in "Deposit bonus check."
| | 00:54 | When I press Enter, I get the number 2.
| | 00:57 | Since I received my bonus
check, the next step is to research
| | 01:01 | vacation destinations.
| | 01:03 | When I press Enter again, I get the number 3,
and my next step is to call my travel agent.
| | 01:10 | Oops! I forgot to add to add "Get passport";
| | 01:13 | I'm going to make that number 3.
| | 01:15 | I'll place my mouse in front
of C in Call and press Enter.
| | 01:20 | The numbering automatically resets for me.
| | 01:23 | I'll click in the number 3,
and I'll add my Get passport.
| | 01:27 | How about a Roman numeral list?
| | 01:30 | I'll go down underneath of
"Call travel agent" and press Enter.
| | 01:34 | When I do, I get the number 5.
| | 01:37 | If I press the Enter key again,
I'm ready to go with my new list.
| | 01:41 | I'll type in =rand(4,9)
and then press the Enter key.
| | 01:51 | When I do, I get four paragraphs with
nine sentences each of random text.
| | 01:58 | Next, I'll select all of my new
paragraphs and instead of 123, I want this
| | 02:04 | to be Roman numerals,
| | 02:05 | So I'll select Roman numeral
from the 123 dropdown list.
| | 02:11 | Now if I need to insert a paragraph in
the middle--let's say after number 2--
| | 02:17 | I can click at the end of the
paragraph, press the Enter key, and my number is
| | 02:21 | automatically reformatted for me.
| | 02:25 | Sometimes instead of a numbered
list, we need to use a bulleted list.
| | 02:29 | Let's close this document and
switch to our exercise file.
| | 02:32 | There's no need to save the changes.
| | 02:35 | I'll go down to the second
page and find that Fact File box.
| | 02:41 | I'll click in the very first paragraph
that starts with "May 13," and then from the
| | 02:46 | Home tab in the Paragraph
section again, find the Bullet icon.
| | 02:51 | Click on it once, and it applies the
bullet, but it only applies it to the
| | 02:55 | very first paragraph.
| | 02:57 | I need for this whole list to be bulleted text.
| | 03:01 | In order to do that, what I need to
do is click on the text box itself.
| | 03:06 | Right now, the text box
has a dashed line around it.
| | 03:10 | Once I click on that line, it becomes
solid, meaning that the text box is now selected.
| | 03:16 | Now if I click on Bullets again,
the bullets appear on my entire list.
| | 03:22 | Notice that the default
bullet is a solid black circle.
| | 03:25 | Let's say we don't like the look of that.
| | 03:27 | I'll click on the down arrow next
to Bullets and then just change it to
| | 03:31 | something else I like better.
| | 03:32 | I will select the check mark.
| | 03:35 | Don't worry about the indents;
we will fix those later.
| | 03:38 | Word allows you to use symbols as bullet.
| | 03:41 | Let's see if we can find a more
appropriate symbol to use as a bullet.
| | 03:45 | Click on the down arrow next to the
bulleted list icon, and from here we want to
| | 03:50 | click on Define New Bullet.
| | 03:52 | We're going to be using a symbol,
so click on the Symbol button.
| | 03:56 | The font said that's in use is Wingdings.
| | 03:59 | Click on the down arrow
and change it to Webdings.
| | 04:03 | You'll see all kinds of
neat little pictures here.
| | 04:06 | Scroll up a bit, and we'll find one that's more
appropriate for our document. Here is a bicycle.
| | 04:12 | Click on the bicycle and then click on OK.
| | 04:15 | If you can't find it in your list, you can
type in character code 98 here in this
| | 04:21 | box down at the bottom and then click on OK.
| | 04:25 | Then click on OK again, and our bullet
has been replaced with a little bicycle.
| | 04:31 | Now, let's adjust our indents.
| | 04:33 | Up in your ruler, click the
square and drag to the left.
| | 04:38 | Still not what you want?
| | 04:39 | How about using a picture as your bullet?
| | 04:41 | We're going to go back up to our
down arrow, go to Define New Bullet, and
| | 04:47 | instead of choosing symbol, select picture.
| | 04:50 | We went to find a bike,
| | 04:52 | so type in bike. Make sure that you include
content from Office.com. Then click on Go.
| | 05:00 | Scroll through your list and find a
picture that you like that you think will be
| | 05:05 | appropriate for this particular document.
| | 05:08 | I've decided that I want to use this
particular icon here. I'll click on it.
| | 05:13 | Click on OK. There's my preview.
| | 05:16 | I can click on OK, and it's been changed.
| | 05:20 | You may notice that you have to reset the
indents each time you make these changes.
| | 05:26 | Pictures may be too large to use as bullets,
| | 05:28 | so be careful and see how it looks
printed before you're finalizing your document.
| | 05:33 | The next step will be creating your own style
| | 05:35 | so you can apply bullets,
indents, and tabs all in one step.
| | 05:40 | So that's what we will be
learning to do in the next chapter.
| | 05:44 | Using automatic numbering in your
document can save a lot of time, keeping you
| | 05:48 | from manually retyping numbered lists--
most notably when you have editions in
| | 05:53 | the middle of your document.
| | 05:54 | Bullet, especially when using
pictures and symbols, can really add pizzazz,
| | 06:01 | professionalism, or a sense of
lightheartedness and fun your document.
| | Collapse this transcript |
|
|
3. Creating Your Own StylesUnderstanding naming conventions and aliases for styles| 00:00 | The names you choose to call your
styles and aliases can actually be a very
| | 00:04 | important decision, since styles travel
with, and they stay with, your document,
| | 00:09 | even when you're sending them to someone else.
| | 00:11 | The more descriptive your style names
are, the easier it is for you and others
| | 00:16 | that may be working with your documents
to distinguish each style's purpose and
| | 00:20 | apply the correct and intended style.
| | 00:23 | To demonstrate how important naming
conventions are, let's take a look at the
| | 00:27 | same document, with the same styles
available, only each has a different naming
| | 00:31 | convention applied to the same styles.
| | 00:34 | So let's begin in exercise file 1 by
opening up the Styles window, by clicking
| | 00:39 | on the Extend button.
| | 00:40 | In this particular document, the styles
are named California Style 1, California
| | 00:45 | Style 11, California Style 2,
| | 00:48 | so there's really no description, other
than it goes with the California brochure
| | 00:52 | here and it has something to do with California.
| | 00:54 | So let's say with California Calm up here,
| | 00:57 | this is a heading, but I really can't
tell what's going on in this heading. And
| | 01:01 | even though I have the Show Preview on,
if I turn it off, it looks even worse.
| | 01:06 | If I have the Show Preview on, I still
can't really tell which one of these is
| | 01:10 | intended for a heading.
| | 01:11 | I could probably guess, but I might be wrong.
| | 01:14 | So if I say that I want to apply this
one with the orange here, that's going to
| | 01:17 | be the incorrect style.
| | 01:19 | I have no other way of telling if this is
the correct style to apply in this document.
| | 01:23 | Let's take a look at exercise file
number 2. And we're going to go ahead and
| | 01:27 | open the Styles window again.
| | 01:29 | Now these are the same styles, but I
can tell--let's say here with California
| | 01:34 | Calm up here at the top--that
again we know that it's heading.
| | 01:37 | This one's called California Heading,
| | 01:40 | so obviously this is the correct style to apply.
| | 01:43 | With Orange County Oasis, I can go back
over and look at the list of my styles,
| | 01:48 | and because of the naming convention, I can
tell that this is going to be a body subtitle.
| | 01:54 | This is body text,
| | 01:55 | so it's going to be can be California Body.
| | 01:57 | Using naming conventions for your
styles and aliases can be very important in
| | 02:02 | making sure the correct styles are
applied throughout your document,
| | 02:05 | not only for yourself now and in the
future, but for others that may be working
| | 02:10 | with and using your documents.
| | 02:12 | Throughout different industries it's
becoming more and more important to know
| | 02:16 | how to use styles in Word.
| | 02:18 | It is becoming the mark of a person that
really knows their stuff, and even lots
| | 02:22 | of employment agencies throughout the
country include testing on Word styles now.
| | 02:27 | And believe it or not, they don't hire
particular people just because of this lack of knowledge.
| | 02:31 | Having this knowledge can not only
save you time and make your documents
| | 02:35 | consistent, they can make you
shine by showing you know your stuff.
| | 02:40 | It's important when others are
working on your documents to use a naming
| | 02:43 | convention that's user-friendly.
| | Collapse this transcript |
| Creating a paragraph style by example| 00:00 | One of the quickest and easiest ways--
and therefore my favorite--to create a new
| | 00:04 | style is by using the by-example method.
| | 00:07 | By example means that first we directly
apply the formatting and then we create
| | 00:12 | the style from our formatting example.
| | 00:15 | There are several ways of doing this,
and depending on which kind of style you
| | 00:18 | need to create--such as a character,
paragraph, or link style--one way may be
| | 00:22 | better suited or less steps than another,
and less steps is always a good thing.
| | 00:28 | Let's begin by taking a look at what
styles are available in this document.
| | 00:32 | Open up the Styles window.
| | 00:33 | Notice that in this document the only
styles that are available are the ones
| | 00:38 | that came with Word;
| | 00:40 | there are no California styles
available, in other words, for us to use here.
| | 00:44 | Remember that styles travel with the document.
| | 00:48 | Let's create some of
these California styles now.
| | 00:50 | We will create our first style using the
Styles box that Microsoft introduced in Word 2007.
| | 00:55 | We are going to select Cycle California,
which is the heading up here at the
| | 01:00 | top, and we are going to apply Times
New Roman, we are going to make it 48
| | 01:04 | points, we will make it bold, and also
underlined. And we can also indent that.
| | 01:12 | So place your mouse right before the C
in Cycle California and press the Tab key.
| | 01:16 | Now, this is what we
want our style to look like.
| | 01:20 | So this is our example.
| | 01:21 | So we are going to select it, and we
are going to use our Apply Styles box.
| | 01:27 | To open the Apply Styles box, simply
press Ctrl+Shift+S on your keyboard,
| | 01:32 | holding them all down at the same time.
| | 01:35 | And the Apply Styles box pops up.
| | 01:37 | We are going to name this style, which
is our example here, CA Heading 1,CA1.
| | 01:47 | And remember the ",CA1" is our alias.
| | 01:50 | And then just press Enter,
and that's it. That was easy.
| | 01:54 | But what if someone has already
applied formatting to the document, but they
| | 01:58 | didn't create a style from the formatting?
| | 02:01 | Take a look at the introduction paragraph here.
| | 02:04 | If I select it, I can see that
this is using the Normal style.
| | 02:08 | I could see it up here in my Apply Styles box.
| | 02:11 | And if I turn on my Reveal
Formatting pane, which is Shift+F1 on your
| | 02:15 | keyboard, you will see underneath
the Reveal Formatting that all of the
| | 02:19 | formatting is directly applied.
| | 02:20 | So it says Direct Formatting right
here, and all of this is has been directly
| | 02:24 | formatted, meaning it's not a style.
| | 02:26 | We are going to use the classic 2003
Styles box to create a style using the
| | 02:32 | formatting that we have here.
| | 02:34 | If you don't already have it open,
go up to this little button up here. It's
| | 02:38 | got a little line on it and the arrow
pointing down. If you hold your mouse
| | 02:42 | over it, it says Customize Quick Access Toolbar.
Click on it and then go down to More Commands.
| | 02:48 | And underneath the Popular Commands,
scroll down till you see Style.
| | 02:54 | Click on the Style and then click on
the Add button and then click on OK.
| | 02:59 | The classic Styles box is now up
here on your Quick Access Toolbar.
| | 03:03 | You can either click in the box up here
for the classic Styles box to place your
| | 03:08 | mouse in it to start creating our
style, or if you hold down the Alt key on
| | 03:13 | your keyboard, you will see a bunch
of little numbers and letters pop up.
| | 03:17 | That will show you what your
keystroke is to use for a shortcut.
| | 03:22 | Mine is number 4 on this computer; yours
may be different, depending on how many
| | 03:26 | things that you've added to
your Quick Access Toolbar.
| | 03:29 | So if I click on Alt and the number 4,
not F4, but the number 4, it will pop me
| | 03:35 | right up there in the classic Styles box.
| | 03:38 | I am going to call this style CA Intro,
with an alias of CAI, and press the Enter key. And we have
| | 03:48 | created a new style.
| | 03:50 | Both methods of creating a new style add
this style by default only to the open
| | 03:54 | document, not to the document template.
| | 03:57 | So if you open a new document, this
style is not going to be available.
| | 04:01 | Both methods automatically create a
paragraph style, not a character or linked.
| | 04:07 | The difference between using these two
methods is that classic Styles box does
| | 04:11 | not automatically add your style to the
Quick Styles gallery, where the new 2007
| | 04:17 | Apply Styles box does.
| | 04:18 | But keep in mind that you can always
add the style manually to the gallery.
| | 04:22 | Speaking of the gallery, there is yet
another way of creating a new style by example,
| | 04:27 | and that is using the Quick Styles gallery.
| | 04:30 | Let's select the first
paragraph underneath of the intro.
| | 04:33 | It starts with "Both doctors."
| | 04:35 | The Normal style is in use and again
direct formatting has been applied.
| | 04:39 | So we are going to use this as
our example to create our style.
| | 04:43 | In the Styles gallery, click on the More button--
| | 04:46 | it's got a little line with an arrow
pointing down--and then click on Save
| | 04:51 | Selection as a New Quick Style.
| | 04:53 | It's at the top of this list here.
It says Save Selection as a New Quick Style.
| | 04:57 | Click on it, and we are
going to just give it a name.
| | 04:59 | We will call this CA Body, and then
an alias, so comma, no spaces, cab.
| | 05:08 | Using this method, it is automatically
saved as a linked style, not a paragraph
| | 05:13 | style, like the other two methods.
| | 05:14 | If you need to change it,
click on the Modify button now;
| | 05:18 | otherwise, if you decide to modify it
later, Word will not allow you to modify
| | 05:23 | the style type at all, and all of the
other style types are going to be grayed out.
| | 05:28 | So go ahead and click on OK, and you
will see that your new style, cab--there is
| | 05:33 | your alias--is up here underneath of
our Style gallery, and it's also available
| | 05:38 | from the Style window.
| | 05:39 | If you have been following along
since the beginning, you may remember the
| | 05:42 | first style we created was a paragraph style
created by example using the Styles window.
| | 05:48 | Let's quickly create another
paragraph using the same method.
| | 05:51 | Select the subtitle called Cycling Packages.
| | 05:54 | It's in the second column over here.
And just select the whole thing.
| | 05:58 | And then underneath of the Style window,
we are going to click on this very first
| | 06:02 | button here that says New Style.
| | 06:04 | So click on New Style,
and we will simply give it a name.
| | 06:08 | And our name for this style is
going to be CA Body Subtitle, with an alias of CBS.
| | 06:16 | Notice that saving a style this way
allows you to change the style type from
| | 06:22 | Paragraph to Character, Linked, Table, or List.
| | 06:25 | So you can use any of the five
different style types using this method.
| | 06:29 | When you use the Styles pane you have
the most control over your style than any
| | 06:34 | of the other methods.
| | 06:35 | There are many methods for creating a
style by example, such as using the Styles
| | 06:40 | box, the classic 2003 Style box,
the Style gallery, and the Style pane.
| | 06:46 | One method may be better
suited for your needs than others.
| | 06:49 | No matter which way you choose,
creating your own styles is fast, simple,
| | 06:55 | and easy.
| | Collapse this transcript |
| Creating a character style| 00:00 | A lot of folks don't use character
styles in documents because they can't see
| | 00:03 | the benefit of taking the time to
create a character style versus just
| | 00:07 | formatting a document directly;
| | 00:08 | in other words, they just apply bold
and italics and underline, and they don't
| | 00:14 | see a benefit of creating a style from that.
| | 00:16 | In this movie, we will create some
character styles of our own, and then we will
| | 00:20 | explore how we can automate
formatting changes that would otherwise be
| | 00:23 | time consuming, and well, tedious work.
| | 00:27 | Let's open up the Style window.
| | 00:29 | So click on the little Extend button,
and we are going to select John Doe.
| | 00:32 | So in the very first paragraph select,
the words John Doe, and we are going to
| | 00:38 | create our character style by example,
| | 00:41 | so apply underline.
| | 00:42 | Now, we are just going to click on the
New Style button, which is located on the
| | 00:47 | Style window, at the very bottom--
it's the very first button of three.
| | 00:50 | We are going to give our
new character style a name.
| | 00:54 | Its name is going to be Txt Names,TN.
| | 00:56 | I like to name my character styles with
Txt at the beginning for consistency and
| | 01:06 | also for easy reading.
| | 01:07 | It can also help with the
sorting in the Styles window as well.
| | 01:11 | Now, our style type is not
paragraph; it's character.
| | 01:15 | So click on the down arrow and select Character.
| | 01:18 | Then simply click on OK, and we are
going to apply our style to John Doe.
| | 01:22 | We're also going to apply
it to Omega Enterprises.
| | 01:26 | So you can hold down your Ctrl
key and select Omega Enterprises.
| | 01:31 | Let's also apply it to DDF.
| | 01:34 | So while you're holding your Ctrl key
down, now select DDF, and select the word
| | 01:39 | Brendan, keeping your Ctrl key down.
| | 01:42 | So we have four things that are selected here,
and we are going to apply our Text Name style.
| | 01:48 | So just from your Style window,
click on Txt Names, and it's applied.
| | 01:52 | Now we are going to create our second style,
| | 01:55 | so scroll down to the bottom of the page.
| | 01:57 | Underneath the ARTICLE 1 here, you'll
see section 1.1. And we are going to select
| | 02:01 | the words "Additional Contributed Equity,"
| | 02:04 | and we are going to once again
create our style by example.
| | 02:08 | So apply underline, and we
will once again create a style.
| | 02:12 | So go down to your New Style
button again, and let's give it a name.
| | 02:17 | Let's name our style Text First Line.
| | 02:19 | So Txt First Line,FL.
| | 02:26 | Our style Type again is
not going to be paragraph;
| | 02:28 | it's going to be a
character style. Select character.
| | 02:31 | It's already underlined for us, because we
are doing this by example, and click on OK.
| | 02:36 | Now, we're ready to apply our style.
| | 02:38 | It's already applied to
"Additional Contributed Equity,"
| | 02:41 | so let's scroll down a little bit.
| | 02:42 | We are going to select
"Adjusted Capital Account Balance."
| | 02:47 | Again, you can hold down your Ctrl key
and select Affiliate and 2.1. Holding
| | 02:54 | your Ctrl key down, select Distributor.
| | 02:57 | We will go down a little bit more and just
do a few more of these for the sake of time.
| | 03:02 | Hold your Ctrl key down and select
"Distributions in Liquidation," and also "Offset
| | 03:07 | Against Distributions."
| | 03:09 | We're going to apply our Txt First Line style.
| | 03:13 | So click on it, and it's applied
to everything that we had selected.
| | 03:17 | Now, we will create one
more quick character style.
| | 03:19 | So scroll up here to where it says
"WHEREAS," "WHEREAS," and "NOW, THEREFORE."
| | 03:23 | Select "WHEREAS," and let's apply bold,
and we will also make it all caps.
| | 03:28 | We want that as part of our style.
| | 03:30 | So underneath the font here, you've
got a little down arrow that points to
| | 03:34 | the right, and we're going to click
on it, and we are going to select All
| | 03:37 | Caps and then click on OK.
| | 03:41 | Now, we've directly applied that,
but we haven't created our style.
| | 03:44 | So let's create a quick style.
| | 03:46 | We will go down to the very first
button down here for new style again in our
| | 03:49 | Style window, and we'll give it a name.
And this one is going to be called Txt
| | 03:53 | Where and There,WT for the alias.
| | 03:58 | It's going to be a character style.
| | 04:01 | So click on the down arrow, click
on Character, and then click on OK.
| | 04:05 | Let's real quickly apply it to
"WHEREAS" and hold down your Ctrl key, "NOW,
| | 04:10 | THEREFORE" and we will
click on Txt Where and There.
| | 04:13 | Now you can tell the difference
between which one is a character style and
| | 04:18 | which one is a paragraph style within
your document by going to View > Draft.
| | 04:25 | And remember in a previous movie, we
turned on the style area over here.
| | 04:29 | It shows all of the paragraph styles.
| | 04:32 | If I click on WHEREAS here, which we
have now created as a character style,
| | 04:36 | you can see up in our classic Word
2003 Styles box, that is this Txt Where
| | 04:41 | and There, and if you've been following along,
we turned that on as well in a previous movie.
| | 04:45 | So our character styles show in the
classic box, where the paragraph styles show
| | 04:51 | over here in the Style area and the Draft view.
| | 04:54 | Go ahead and switch back
over to the print layout.
| | 04:58 | Let's say that somebody has now made
the decision in our document that if you
| | 05:02 | scroll down here for our Txt First
Lines here, that it not only needs to be
| | 05:06 | underlined, but it needs
to be italicized as well.
| | 05:09 | If we had a really long document--this
one is only five pages, but let's say
| | 05:13 | that this sucker is 250 pages long--and
you've got to go through and you've got
| | 05:18 | to change each and every one of those,
| | 05:20 | that might take some time.
| | 05:21 | But since we used a character style for
this, all we need to do is go underneath
| | 05:26 | of Txt First Line, hold your mouse
over, and you will see the down arrow.
| | 05:30 | Click on it and go to Modify,
and let's just add italics to it.
| | 05:34 | So you'll see a B and an I and a U.
| | 05:36 | The U is already highlighted here.
| | 05:38 | Those stand for bold, italics, and underline.
| | 05:40 | We're going to click on I
for italics and click on OK.
| | 05:44 | Now you'll see that everywhere that
that character style has been applied
| | 05:48 | that has now been changed
throughout the document.
| | 05:51 | With one little modification,
you've changed the whole document.
| | 05:55 | Now, the decision has also been made--if
you scroll up in your document--that all
| | 05:59 | of your text names need to be changed as well.
| | 06:02 | So they need to be bold
too, not just underlined.
| | 06:05 | So what we need to do is go over to
our text names, click on the down arrow,
| | 06:09 | go to Modify, and click on B for bold,
click on OK, and all of those have been changed.
| | 06:15 | Now, I promised you earlier that I'd
show you why we had two different styles
| | 06:21 | that used the same formatting attributes.
| | 06:23 | Well, they both have different terminologies.
| | 06:26 | So John Doe and Omega Enterprises are all
different names, whereas this is the first line.
| | 06:32 | So they both used
underline, but they're different.
| | 06:35 | Now, notice that although we bolded
all of our names and we italicized all of
| | 06:40 | our Text First Lines, it still has
underline applied to both, but neither one
| | 06:45 | affected the other when we
made that change to our style.
| | 06:48 | Using character styles can save a
lot of time as opposed to using direct
| | 06:52 | formatting, by applying several
formatting attributes at once.
| | 06:56 | It also gives you the ability to make
changes throughout your document by simply
| | 07:00 | modifying the style, not
laboriously reformatting the entire document.
| | Collapse this transcript |
| Creating a new style by definition| 00:00 | We explored how to create a style by example.
| | 00:02 | You can also create styles from
scratch by using what's called creating a
| | 00:07 | style by definition.
| | 00:09 | As you can see, this document
is simply using the Normal style.
| | 00:13 | You can look up here in
your classic 2003 style box.
| | 00:16 | This is the Normal style.
| | 00:18 | If I click on this text over here, it's
using Normal. Even Cycle California, the
| | 00:22 | heading up here is using the Normal style.
| | 00:24 | Let's begin by opening up the Styles
window by using the shortcut key and you
| | 00:29 | can use Ctrl+Alt+Shift+S. Now, select
the Cycle California heading, and we are
| | 00:35 | going to go down to the New Style button--
| | 00:37 | it's the first one, remember, in the line
of three. Click on New Style, and we
| | 00:41 | will give this a name.
| | 00:42 | The name of the style is
going to be CA Heading,CA1.
| | 00:50 | This will be a paragraph
style, so we can leave it as is,
| | 00:53 | but we're going to change a few things.
| | 00:56 | This is going to be Times New Roman,
and you could tell right here it says,
| | 00:59 | "Times New Roman," so that
doesn't need to be changed.
| | 01:01 | But we want to make this 47 points.
| | 01:05 | So you can click on the down arrow,
and you'll see 47 is not listed; 48 is.
| | 01:09 | You can click on 48, but you can always
change it to exactly what you want in this box.
| | 01:15 | Type in 48.
| | 01:17 | We also want this to be bold and underlined.
| | 01:19 | So, click on the B and the U for
underline, and you could see a preview down here
| | 01:24 | in the bottom of all the different
attributes that we've been applying.
| | 01:27 | Now we also want to do a few other things.
| | 01:30 | We want the font to be condensed by 1.5
points, but that's not an option here.
| | 01:35 | So we need to go down to the bottom
where it says Format and then click on Font.
| | 01:40 | Click on the Advanced Tab, and we want
our spacing to be condensed by 1.5 points.
| | 01:47 | So click here on the down arrow next to
spacing and choose Condensed, and where
| | 01:52 | it says 1 point, we want it to be
1.5 points, and then click on OK.
| | 02:00 | We also need to make one other change:
| | 02:02 | we want the paragraph to be indented by 0.5.
| | 02:05 | So, click on Format, and instead
of going to Font, go to Paragraph.
| | 02:11 | We want our paragraph to be indented at 0.5,
| | 02:14 | so where it says Indentation Left here,
replace 0 with 0.5, and then click on OK
| | 02:21 | and that's our style.
| | 02:23 | So click on OK again.
| | 02:25 | Next, let's create a style for intro.
| | 02:28 | So here's our intro paragraph.
| | 02:30 | Select it and we're going to create our style.
| | 02:33 | So click on the New Style button and at the
top here, we are going to name it CA Intro,CAI.
| | 02:40 | We are going to make this Arial, so
change it from Times New Roman to Arial.
| | 02:46 | We will make it 9.5 points,
| | 02:51 | so replace 12 with 9.5. And we
also want to add our own custom color.
| | 02:57 | So let's go down to Format and
Font, switch back to the Font Tab.
| | 03:03 | We are going to go down to Font color,
and click on the down arrow, and then go
| | 03:07 | to More Colors and then click on the Custom Tab.
| | 03:12 | We have our RGB colors in hand.
| | 03:14 | So underneath the Red, type in the
number 1; Green will be 100; and Blue will be
| | 03:22 | 133; and then click on OK.
| | 03:25 | So we have got a nice teal color.
| | 03:28 | One more little change here.
| | 03:30 | We are going to click on OK--
| | 03:30 | we are done with our font--but now
we are going to go down to Format and
| | 03:34 | Paragraph and make our last change,
which is going to be the line spacing of
| | 03:38 | exactly 15.95 points.
| | 03:42 | So here underneath the Line spacing,
we will change it from Single to Exactly,
| | 03:46 | and we will make that 15.95. And you can
leave off the PT for point if you want to;
| | 03:54 | it doesn't need it, click on OK,
and OK again, and we have got our new style.
| | 03:59 | We will create one more, which is our body.
| | 04:02 | So select the body text,
starting with "Both doctors."
| | 04:05 | Go back to our New Style button, and the
name of the style is going to be CA Body,cab.
| | 04:12 | We're going to make this a paragraph style.
| | 04:15 | It's Times New Roman, so all that's been
set for us so far. It's going to be 9.5 points.
| | 04:21 | We'll make it justified, and now we
need to add some spacing before and after.
| | 04:27 | So since that's not on the screen, we
need to go down to Format and Paragraph.
| | 04:32 | Here is our before.
| | 04:33 | Our space before this will be 7.2,
and our space after will be 3.6.
| | 04:41 | We'll set our Line spacing to Exactly,
and where it says "At" here, replace that
| | 04:48 | with 11.9 and then click on OK,
and click on OK again, and select the other body
| | 04:56 | paragraphs throughout your
document and simply apply.
| | 05:00 | You can create a style from scratch
by creating a style by definition and
| | 05:07 | defining the style as you go.
| | 05:09 | Creating a style by definition gives
you more control and more options than
| | 05:13 | simply creating a style by example.
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| Creating a style from similar formatting| 00:00 | You can use a neat little tool to
really speed up your work when creating
| | 00:03 | and applying styles.
| | 00:05 | Word is smart enough to go through
your document and select text that
| | 00:09 | has similar formatting.
| | 00:10 | Once the text is selected, you
can apply or create a new style.
| | 00:14 | Let's see how this works
with this employee handbook.
| | 00:17 | First off, switch to Draft view.
| | 00:19 | So go to View and then click on Draft.
| | 00:23 | As you can see in this document,
someone has applied all of the heading styles
| | 00:28 | throughout this document, but nothing else.
| | 00:30 | You can see that the Normal
style is applied to most things.
| | 00:33 | Well, here is List paragraph, but other
than that, you've got the Normal style
| | 00:38 | and the Heading styles applied.
| | 00:40 | So what we need to do in this document
is we need to create the body styles.
| | 00:45 | Let's create a new style called
Handbook Body Text and then we'll apply.
| | 00:50 | If we were to create the style, and then
go through the entire document, applying
| | 00:54 | to one paragraph at a time,
| | 00:56 | it would be very time consuming.
| | 00:58 | So let's take a shortcut.
| | 01:00 | Select the second paragraph at the very top,
so go back up to the top of your document.
| | 01:03 | You can do Ctrl+Home on
your keyboard if you like.
| | 01:07 | We're going to select the
paragraph that starts with "The information
| | 01:11 | contained in this manual."
| | 01:12 | Now, do a right-click, go down to
Styles, and choose Select Text with
| | 01:19 | Similar Formatting.
| | 01:21 | Now you will see that all throughout
your document, the Normal style has been
| | 01:25 | selected for us and
anything else that looks similar.
| | 01:30 | Although it's not completely perfect--
for example, it selects things like table
| | 01:35 | and bulleted text sometimes--
| | 01:36 | it did select most of the paragraphs for
us that we need to apply our body style.
| | 01:41 | Of course we need to
create our body style first,
| | 01:44 | so let's open up the Apply Styles box;
| | 01:47 | use the keyboard shortcut Ctrl+Shift+S.
Now type in the name of our new style,
| | 01:56 | HB Body Text, and then press Enter and
you not only have a new style based on our
| | 02:01 | formatting, but it's automatically
been applied to all selected text.
| | 02:06 | Let's say we want our body text to be justified,
| | 02:09 | so let's go ahead and justify this.
| | 02:10 | So go back to the Home Ribbon and
click on the Justify button, and now we want
| | 02:14 | to update our style to match selection,
so go up here to the Style gallery and
| | 02:20 | find HB body text, right-click,
and choose Update HB Body Text to Match
| | 02:26 | Selection, and that's all you
have to do to modify your new style.
| | 02:30 | Of course, we would still have more work
to do in this document, such as creating
| | 02:34 | styles that apply automatic formatting
to our heading styles, but most of the
| | 02:38 | document is now styled.
| | 02:40 | It's easy to create new styles from
similar formatting by allowing Word to do
| | 02:44 | most of the work for you.
| | 02:46 | Think how much time this just saved us
by uncovering another hidden gem by using
| | 02:51 | Word's Styles feature.
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| Making a custom table style| 00:00 | There may be times when you would like
to save the same formatting that you find
| | 00:03 | yourself applying to tables over and
over again, so that you can reuse them in
| | 00:08 | the future, or you may find yourself
repeatedly adjusting color, fonts, borders,
| | 00:12 | and things like that and would love to
save time by just clicking on your table
| | 00:16 | once and all of your formatting is
magically applied instantaneously.
| | 00:20 | Perhaps you need to use it
for just one other table.
| | 00:23 | It only takes a second to quickly save
your formatting as a table style so you
| | 00:27 | can just click to apply to another table.
| | 00:30 | That's where table styles comes in.
| | 00:32 | Now, click anywhere in
this little table down here.
| | 00:36 | When you click in the table, you'll
see Table Tools up here at the top that
| | 00:39 | say Design and Layout.
| | 00:41 | Click on Design and then
click on the More button.
| | 00:44 | What we want to do is find a style that
most closely matches what you would like
| | 00:49 | your table to look like.
| | 00:51 | That way some of our work, or most of the
work in some cases, is already done for us.
| | 00:56 | You usually can find something that
closely fits by shopping around in the
| | 01:01 | Style Gallery first.
| | 01:03 | Let's scroll down, and we'll say that we
like this one, Colorful Grid - Accent 6.
| | 01:08 | Now, you want to remember the name.
| | 01:11 | There's no need to apply this style;
just remember the name of the style you'd
| | 01:15 | like to use and that you'd
like to base your new style on.
| | 01:19 | Hit the Escape key to cancel.
| | 01:21 | Now, go back up to the More
button and click on New Table Style.
| | 01:25 | We're going to name it CA Catalog,
and our alias is going to be CAT.
| | 01:32 | Now, what we're going to do is base
our style on Colorful Grid- Accent 6.
| | 01:38 | So where it says style based on--notice
it says Table Normal--click on the down
| | 01:43 | arrow and go up until you see our
Colorful Grid - Accent 6 and click.
| | 01:50 | What we want to do is apply
borders all the way around our table.
| | 01:55 | So it's going to apply to our whole table.
| | 01:58 | So here where it says Apply formatting to,
make sure it says Whole table and Apply Borders.
| | 02:03 | You'll see to see a little box down here at
the bottom; it looks kind of like a little grid.
| | 02:07 | Click on the down arrow and choose All Borders.
| | 02:11 | Let's change the Width as well.
Instead of 1/2 point, click on the down
| | 02:16 | arrow and choose 1 1/2 point.
| | 02:19 | We want our header to be in italics,
so go back up underneath of Apply
| | 02:24 | formatting. Instead of Whole table, choose
Header row, and then click on the I for italics.
| | 02:30 | We also want this to be available in
all new documents based on this template,
| | 02:35 | so click on the little radio
box there and then click on OK.
| | 02:40 | Make sure you're still in your table,
and then up in your gallery, if you hold
| | 02:44 | your mouse over the very first style
here, you'll see that it's our CAT style.
| | 02:48 | Click and it applies our new style.
| | 02:51 | Now, open up exercise file 2, click in your
table, and let's apply our little CAT style.
| | 02:59 | So go to Design here, underneath the
Table tools, and notice that the CAT style is
| | 03:04 | no longer available; it's not in here.
| | 03:08 | Why is that?
| | 03:09 | Well, when you create a new style and
add it to the Normal template by selecting
| | 03:14 | the option for New documents based
upon this template, only new documents, or
| | 03:19 | documents going forward, based upon the
normal template, or whatever template the
| | 03:23 | document you created this style in
was open when you chose this option, will
| | 03:28 | include the new style.
| | 03:30 | But all is not lost: there is a way to
copy styles between documents and templates.
| | 03:36 | We'll cover that later in Chapter 9 -
Deleting, Copying and Renaming styles.
| | 03:40 | So let's open up a new document;
just press Ctrl+N on your keyboard.
| | 03:46 | Let's insert a new table. So go to Insert,
hover over Table, and click and drag.
| | 03:52 | And it doesn't matter how big it is,
and here's our CAT style right here. And if
| | 03:57 | you click on it, it will apply it.
| | 03:59 | You can create your own table styles in
a document to save yourself from having
| | 04:03 | to apply the same formatting over
and over again in your documents.
| | 04:07 | Using table styles also provides
consistency throughout documents in your color,
| | 04:12 | your fonts, and your
other formatting attributes.
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| Basing one style upon another | 00:00 | Each time you create a style your
style is automatically based upon another.
| | 00:05 | We saw in the last movie how all of
the Table styles are based upon the
| | 00:09 | Table Normal style.
| | 00:11 | It's important to understand and be
aware of exactly how this works, as this is a
| | 00:16 | very important box when
you're building your styles.
| | 00:19 | When a style is based upon another,
the style you're creating uses all of the
| | 00:24 | formatting attributes to the
style that's being based upon.
| | 00:27 | Let's take a look at how this can be
either helpful or a nightmare--if you're
| | 00:31 | not sure exactly how this feature works.
| | 00:34 | I'll begin by opening up the Style window.
| | 00:38 | Notice how Heading 1 is
applied to our first paragraph.
| | 00:41 | I need to create a title for this document.
| | 00:44 | I'll just press the Enter key
on my keyboard and then move up.
| | 00:48 | If I switch to the Draft view, by going
to View and then Draft, I can see that
| | 00:54 | Word automatically applied the
Heading style to my new paragraph.
| | 00:58 | I'll switch back to Print Layout
and then type in the word Title.
| | 01:03 | As you can see, Heading 1
is automatically applied.
| | 01:06 | Now I need to create a new style for my title.
| | 01:10 | I'll select the word Title and
then click on the New Style button.
| | 01:14 | Now I've style based on is Heading 1,
and the style definition matches our
| | 01:23 | formatting attributes for the Heading style 1.
| | 01:26 | I'll name this style Main Title.
| | 01:28 | I'm also going to add
italics and underline to this style.
| | 01:35 | I also want to make it
centered, and then I'll click on OK.
| | 01:40 | Now what I want to do is modify my
Heading 1 style to not be bold, so I'll
| | 01:45 | select it, I'll press bold again--which
takes it off since it's a toggle switch--
| | 01:51 | and then I'm going to modify my style.
| | 01:53 | I'll go to back to the Home Ribbon and
then right-click on Heading 1 and select
| | 01:58 | Update Heading 1 to Match Selection.
| | 02:01 | Notice how the Heading 1 changes the
settings to the Main Title style as well.
| | 02:06 | The Title style is no longer bold,
although we wanted it to be bold.
| | 02:11 | Now I'll add italics and
underline to my Heading style.
| | 02:15 | I'll press Ctrl+I and Ctrl+U,
and then I'll update that style.
| | 02:20 | I'll do a right-click on Heading 1 and
choose Update Heading 1 to Match Selection.
| | 02:25 | Now italics and bold are no longer a part
of the Title style, although underline is.
| | 02:30 | Now I want to add bold back my
title, sow I'll select my title,
| | 02:36 | I'll add bold, and then update my style.
| | 02:39 | I'll right-click on Main Title and
choose Update Main Title to Match Selection.
| | 02:45 | Now I'll do the same thing with the
Heading style: I'll select it, add bold, and
| | 02:51 | then update this style by right-clicking and
selecting Update Heading 1 to Match Selection.
| | 02:56 | So what's happening here is
two bolds don't make a right.
| | 03:00 | Since bold is a toggle on and off, the
second bold canceled out the first bold.
| | 03:06 | Same with the italics attribute.
| | 03:08 | So why would you ever
consider using the based-on style.
| | 03:12 | Most people like to base their styles
on the Normal paragraph style so when
| | 03:16 | changes to the Normal occur, most of the time you
want the rest of your styles to change as well.
| | 03:22 | The normal style by
default is based upon no style.
| | 03:26 | So if I go over to my Style window,
I click on the down arrow next to
| | 03:30 | Normal and go to Modify,
| | 03:32 | you can see that this style based on
is grayed out, and it's set to no style.
| | 03:38 | This means the normal is based on
the document defaults, which is a very
| | 03:42 | important topic we will be
covering in a later movie.
| | 03:46 | A good practice is to base your styles
upon the Normal style since it is getting
| | 03:51 | its settings from your document
defaults settings. Then if you have a change,
| | 03:55 | such as you decide to change the font
throughout the document, changing the font
| | 04:00 | in your document defaults settings will
change all of your styles that are based
| | 04:04 | upon the Normal style.
| | 04:06 | You can use the tooltips to see your
based-upon styles from your Styles window.
| | 04:11 | So if I cancel this window and then
just hover over any of my styles, if it's
| | 04:17 | based upon a different style,
you will see that at the bottom.
| | 04:20 | For example, Quote here
says it's based upon normal.
| | 04:25 | If I go up to No Spacing,
it's not based upon anything.
| | 04:29 | It's not really a style so much.
| | 04:32 | The Main Title is based upon
Heading 1, which we created.
| | 04:36 | The List Paragraph is based upon Normal.
| | 04:39 | Basing one style upon another could be
exactly what you want or maybe not at
| | 04:44 | all what you intended.
| | 04:45 | Being aware of what this box can
do to your new style is important.
| | 04:49 | Keep in mind that most of the time you
want to base your style upon the Normal
| | 04:54 | style, which is based upon the document defaults.
| | Collapse this transcript |
|
|
4. Modifying Styles to Fit Your NeedsUpdating a style to match selected text| 00:00 | Let say you need to update a style.
| | 00:02 | Perhaps it needs to be underlined
instead of bold, or maybe you need to use left-
| | 00:06 | aligned formatting as
opposed to first line indent.
| | 00:09 | The beauty of styles is that instead of
having to create a new style and apply
| | 00:14 | throughout or to take the time to
make this change manually throughout your
| | 00:18 | document, you simply update one instance
of the style and then use a handy little
| | 00:23 | tool called Update Style to Match Selection.
| | 00:26 | In this document, first we need to
change the formatting from bold to underline
| | 00:31 | in all of the names and terms, such as
John Doe, Plantersville, Brendan, and DDF.
| | 00:38 | Then all of the first-line text
that's currently underlined needs to
| | 00:43 | be italicized as well.
| | 00:45 | With direct formatting this can be time
consuming and not just a whole lot of
| | 00:49 | fun, but with styles it's a snap.
| | 00:51 | Let's open up the Styles pane.
| | 00:54 | Now select one instance of the
character style called Txt Names.
| | 00:59 | Let's select John Doe here.
| | 01:01 | We'll do this by example.
| | 01:03 | So let's remove the bold,
and we'll add underline.
| | 01:07 | Now go to the Style pane. We're going to
find our style called Txt Names, click
| | 01:12 | on the down arrow, and we're going
to select Update Txt Names to Match
| | 01:16 | Selection. And boom, that's done;
| | 01:19 | It changes all instances.
| | 01:22 | Let's select one
instance of the text first line.
| | 01:25 | So scroll down. Let's choose "Additional
Contributed Equity" and we're going to add italics.
| | 01:31 | We'll go over to the Style pane, we'll
select Txt First Line, click on the down
| | 01:37 | arrow, choose Update Txt
First Line to Match Selection.
| | 01:41 | So far, all the modifications
have been to character style.
| | 01:44 | The body text doesn't
match the rest to document.
| | 01:47 | It's left aligned instead of justified.
| | 01:50 | So let's change all instances
throughout, by just changing the style.
| | 01:54 | Let's select one instance,
and I'll scroll up here.
| | 01:59 | This whole paragraph here,
it needs to be justified.
| | 02:03 | It's part of our body text.
| | 02:04 | So we're going to select it.
| | 02:07 | We'll click on Justify up here on our Home
Ribbon. And now we haven't changed it yet,
| | 02:12 | so what we want to do is we want to go
over to our body text and right-click,
| | 02:17 | choose Update Body Text to
Match Selection, and it's done.
| | 02:21 | So now all paragraphs that
are body text have been changed.
| | 02:25 | You can imagine just how long those
changes would have taken to make the
| | 02:28 | adjustments we did in our document by
using direct formatting and applying manually.
| | 02:33 | You can see how you can make
modifications much more quickly and easily to your
| | 02:37 | document by utilizing the power
of character and paragraph styles.
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| Automatically modifying styles| 00:00 | There is an option in Word that
certainly sounds good in theory, but can also be
| | 00:03 | a dangerous little button if you don't
know exactly what the function will do.
| | 00:08 | It's called the
Automatically Modify Style option.
| | 00:11 | It will be easier for us to see for
ourselves just how this works if we just use
| | 00:16 | this function, so let's get started.
| | 00:18 | Switch to Draft view, so
go to View and then Draft.
| | 00:23 | And notice that the first paragraph
and the following two paragraphs all have
| | 00:28 | the Intro Paragraph style applied.
| | 00:31 | Let's select this very first
paragraph that starts with "This Manual," and
| | 00:35 | we'll apply italics.
| | 00:36 | You can use the keyboard shortcut Ctrl+I.
| | 00:38 | As you can see, although we only had
the first paragraph selected, it changed
| | 00:44 | every style that had the
Intro Paragraph applied.
| | 00:47 | Again, select the first paragraph,
if it's not already, and this time
| | 00:52 | let's apply underline.
| | 00:53 | Use the keyboard shortcut Ctrl+U.
Notice how all of our paragraphs changed,
| | 00:59 | which was not our intention, since we
only had the first paragraph selected.
| | 01:03 | Now, let's open up the Reveal
Formatting pane to see what's going on here.
| | 01:08 | On your keyboard, hold down
the Shift key and press F1.
| | 01:12 | Make sure Distinguish style source is
checked down here at the bottom of this pane.
| | 01:17 | At the very top here, you'll see
underneath the font that italic and underline
| | 01:21 | are both part of the style.
| | 01:23 | They're not directly
applied using direct formatting.
| | 01:26 | Now, let's undo the changes we've made so far.
| | 01:30 | Use Ctrl+Z on your keyboard
and just press it twice.
| | 01:33 | Now, let's go down to the first
paragraph underneath of "Changes In Policy" and
| | 01:38 | select the paragraph that
starts with "This Manual supersedes."
| | 01:42 | Now, before we do anything, notice that
this paragraph is using the HB Body Text style.
| | 01:47 | We want to indent this paragraph by 0.5 inches,
| | 01:51 | so up here on your ruler, click
and drag your indent to 0.5 inches.
| | 01:57 | Notice how all of the styles that are
using the HB Body Text are now indented.
| | 02:02 | So, what's going on here?
| | 02:04 | Let's modify the HB Body Text style.
| | 02:08 | Open up the style pane. Ctrl+Shift+Alt+S.
Find the HB Body Text style and click
| | 02:14 | on the down arrow and click on Modify.
| | 02:17 | Here is our problem.
| | 02:19 | It says Automatically update. It's part
of the style here, and you can see that
| | 02:23 | it's got a check in this check box,
so uncheck it and click on OK.
| | 02:28 | Now, let's go ahead and do the same
thing with our first paragraph and bring
| | 02:33 | that indent back over to the left
side, and you'll see only the selected
| | 02:37 | paragraph is changed, so it's
no longer part of the style.
| | 02:41 | Let's go check out the
Intro Paragraph style as well.
| | 02:47 | Scroll down until you see the Intro
Paragraph, click on the down arrow, go to
| | 02:51 | Modify, and here it is.
| | 02:54 | Automatically update is also checked
here in this style, and then click on OK.
| | 02:59 | And when you go back up here and you
select the first paragraph and you click
| | 03:04 | on Ctrl+U, the underline no longer
affects all of the Intro Paragraph styles,
| | 03:10 | just the selected paragraph.
| | 03:13 | Now, look over here in the Reveal
Formatting pane and you'll to see that
| | 03:17 | Underlying is part of the Direct
Formatting; it's no longer part of the style.
| | 03:22 | Another issue that this option can
unknowingly cause is if any styles were based
| | 03:27 | on the style in which you selected the
Automatically update option will also
| | 03:31 | have underline plus italics applied,
and it becomes part of its style as well.
| | 03:36 | We'll be looking at the Based
Upon option in the next movie.
| | 03:39 | It is for this reason that a lot of
experienced style users shy away from
| | 03:45 | using this feature.
| | 03:46 | On the other hand, if it is your
intention, it may come in handy in
| | 03:51 | certain circumstances.
| | 03:52 | The key is understanding how it works
and what using this feature will result in.
| | 03:58 | I've actually heard teachers say
that you should always use this option.
| | 04:02 | You can see how this really could cause a mess.
| | 04:05 | Using the automatically update feature can
affect styles in a way that may be unexpected.
| | 04:11 | Knowing the possible outcome of
applying this feature to a style, or
| | 04:15 | related styles, can help you avoid
unnecessary grief in the future and how
| | 04:20 | to troubleshoot and correct it if
you receive a document that is acting
| | 04:23 | unpredictably.
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| Modifying table styles| 00:00 | Word allows you to make changes to,
and modify, things such as colors, borders,
| | 00:04 | fonts, and banding to any of
Word's one hundred and forty-three built-in table styles.
| | 00:10 | You may also need to modify and adjust
a style that you've created yourself.
| | 00:14 | Let's say you decide on the Cycle
California page that this table here in the
| | 00:18 | middle will look better in the
shade of green instead of this orange.
| | 00:22 | Just begin by clicking anywhere in the
table and then go to Design, click on the
| | 00:26 | More button, and here are
your different shades of green.
| | 00:30 | Let's say that we like
this one here in the middle
| | 00:33 | that's called Medium Shading 2 -
Accent 3. Click on it to apply.
| | 00:38 | Let's say that we want to modify this table now.
| | 00:41 | To modify it, click on the More button
and then go down to Modify Table Style.
| | 00:47 | We're going to create this style and
make it our own, so let's name it.
| | 00:51 | We'll name this Cycle Cali.
| | 00:55 | We'll give it an alias
of CC, so put in comma CC.
| | 00:59 | We'll make a few changes to the header,
so let's go down to where it says Whole
| | 01:03 | table and change that to just Header row.
| | 01:06 | We'll make it italics.
| | 01:08 | And let's make the header a darker green.
| | 01:10 | So click on the down arrow next to Fill Color
and choose the last green here in this column.
| | 01:17 | We'll make sure that we're going to save it
only in this document and then click on OK.
| | 01:24 | Our Cycle Cali style is now part of
our Table gallery, but oops, we forgot to
| | 01:29 | add something to our new
style, so let's modify it again.
| | 01:32 | To modify it, we'll
right-click from the gallery.
| | 01:35 | We'll choose Modify Table Style.
| | 01:37 | Now, notice that Word didn't
actually create a new table style;
| | 01:43 | it created an alias only,
but it kept its original name.
| | 01:47 | This means that you actually
modified the built-in table style.
| | 01:51 | Every table style in Word, all hundred and
forty-three of them, begin by using a built-in style
| | 01:57 | called Table Normal.
| | 01:59 | And you can see that here where it
says Style based on: Table Normal.
| | 02:03 | This means that all table styles,
whether they're built-in or those that you
| | 02:07 | create yourself, are all
based upon the Table Normal.
| | 02:11 | If you've been following along, we covered
the subject of Based Upon in an earlier movie.
| | 02:16 | It's easy to modify pre-built styles
or change attributes of table styles
| | 02:20 | you've created yourself;
| | 02:22 | just a few clicks and you're done.
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|
|
5. Using the Quick Styles GalleryApplying styles with a click| 00:00 | Microsoft introduced the
Quick Style gallery in Word 2007.
| | 00:04 | The gallery is designed as a quick
way to get to and apply your most
| | 00:08 | frequently used styles.
| | 00:10 | Microsoft's intention of locating
the Style gallery on the main Ribbon in
| | 00:14 | Word is no mistake.
| | 00:15 | It shows just how important even
Microsoft think styles are to utilizing Word to
| | 00:20 | its fullest potential.
| | 00:22 | Let's begin by opening up a new document and
then type in the word Title and press Enter.
| | 00:27 | Now, type in =rand(7) and then press Enter again.
| | 00:38 | Press Ctrl+Home to take you back up to
the top of your document, and let's open
| | 00:42 | up the Style window.
| | 00:43 | Remember that Word comes
with two hundred and sixty-four pre-built styles.
| | 00:49 | Out of those two hundred and sixty-four pre-built styles,
Microsoft has included what they consider to
| | 00:55 | be the most commonly used linked and
paragraph styles in the Style gallery for
| | 00:59 | you, such as the Normal style,
Title, Subtitle, and Heading styles.
| | 01:05 | One of the neat things that comes
with the Style gallery is a live preview.
| | 01:09 | If you hold your mouse over any of
the styles that are in the gallery here,
| | 01:14 | you can see it automatically change on
your screen so you know what it looks
| | 01:17 | like prior to applying.
| | 01:20 | But there is more than meets the eye here.
| | 01:22 | There are a lot more styles down below.
| | 01:25 | So if you click on the More button and
expand this screen, you can see that you
| | 01:30 | have Intense, Quote, Quote, Strong.
Some of these are character styles; others
| | 01:36 | are paragraph styles.
| | 01:38 | If you're on a small monitor, or your
text is hidden by this dialog box, you can
| | 01:43 | use the Scroll option instead.
| | 01:45 | Just press the Escape key, and you
can click on this down arrow here.
| | 01:49 | There's actually three buttons:
| | 01:51 | there's an up arrow, a
down arrow, and then the More.
| | 01:53 | So you can click on the up arrow to
scroll up and you can click on the down
| | 01:57 | arrow to scroll down.
| | 01:58 | That way you can always see
what's going on behind the scenes.
| | 02:01 | Click on the More button again,
and let's apply the Title style to Title.
| | 02:06 | Go to the first paragraph and apply Heading 1,
the second paragraph and apply Heading 2.
| | 02:14 | Highlight the words
Change Current Quick Style Set.
| | 02:18 | And up in your Style gallery you'll
find some character styles. One is called
| | 02:24 | Strong, and one is called Emphasis.
And again, you could see with your live
| | 02:28 | preview that Emphasis looks like it's
italics, and Strong looks like it's using
| | 02:34 | bold, but this isn't necessarily true.
| | 02:37 | Emphasis and Strong are design elements,
not an explicit format in and of itself.
| | 02:42 | Many people believe that Emphasis is just
another word for italics, but this isn't true.
| | 02:47 | When using style sets,
Emphasis changes with each.
| | 02:50 | For example, when you use the Elegant
Quick Style Set, Emphasis is displayed as
| | 02:55 | bold and small caps.
| | 02:57 | So be aware that you may need to create
your own character styles for bold and italics.
| | 03:02 | Although Word's Style gallery and
built-in styles certainly come in handy and
| | 03:06 | are quick and easy to use, a lot of
the time we'll want to customize the
| | 03:10 | gallery to reflect our own styles, or
we may want to modify the built-in styles
| | 03:15 | that are already there.
| | 03:16 | In the rest of this chapter,
I'll show you how to do just that.
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| Saving a selection as a new Quick Style| 00:00 | You can create a new style and save it
to the Quick Style gallery in one step.
| | 00:05 | Let's see how that works.
| | 00:07 | Begin by opening up a new document and
then type in =lorem(5) and then press Enter.
| | 00:18 | Now, select the first paragraph.
| | 00:21 | Let's make this blue.
| | 00:22 | We'll also make it bold,
italics, and underlined.
| | 00:30 | And instead of left align,
let's make it justified.
| | 00:33 | Now, click on the More button in the
Style gallery. Choose Save Selection as a
| | 00:39 | New Quick style, and let's give it a name.
| | 00:43 | Name it Intro, and notice the paragraph
style preview; you can see exactly what
| | 00:48 | your style is going to look like here.
| | 00:50 | And click on Modify.
| | 00:53 | It's trying to save our style as a linked style as
opposed to a paragraph style. Let's change that.
| | 01:01 | Click on Paragraph and then click on OK.
| | 01:05 | You can see your new style up
here in the Quick Style gallery.
| | 01:08 | It's the very first little button up here.
| | 01:11 | Now we're going to create a character style,
| | 01:13 | so just choose one word.
It doesn't matter which one.
| | 01:17 | Make sure it's not in the first
paragraph though, because we don't want it to be
| | 01:20 | based upon those characteristics.
| | 01:22 | And we're going to make it bold,
italics, and we'll also make it red.
| | 01:30 | Click on the More button and then
select Save Selection as a New Quick Style.
| | 01:35 | We'll name it Txt Red,
and then click on Modify.
| | 01:42 | We don't want it to be a linked style.
| | 01:43 | We want it to be a character style, so
click on the down arrow and choose Character.
| | 01:48 | Click on OK and then
select several other words.
| | 01:53 | If you double-click on the word
and then hold your Ctrl key down and
| | 01:57 | double-click on several more, you can use
what's call the non-contiguous text selection.
| | 02:03 | Now, let's apply our Txt Red character
style that we just created. Click on it,
| | 02:09 | and now it's applied.
| | 02:10 | It's that easy to create paragraph and
character styles and save them as a new
| | 02:15 | entry in your Quick Style gallery.
| | 02:17 | In the next movie, we'll be learning how
to add styles we've already created and
| | 02:22 | then remove styles that we
don't want from our gallery.
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| Adding and removing styles in the Quick Styles gallery| 00:00 | Just as easy as saving a selection to
the Quick Style gallery, you can also
| | 00:04 | easily add styles you've already created,
or pre-built styles, to the gallery, and
| | 00:09 | you can remove those that you're
not using or that you use rarely.
| | 00:13 | You can also add styles to the
gallery as you're creating them.
| | 00:17 | Let's view the styles that are already
contained in the Quick Style gallery.
| | 00:21 | So just click on the
More button to see them all.
| | 00:24 | Let's add a pre-existing style to the gallery.
| | 00:27 | Hit the Escape key to get out of the
Style gallery and open up the Style window.
| | 00:32 | Let's add the California Heading style.
| | 00:35 | So just right-click and select Add to
Quick Style Gallery, and there it is.
| | 00:40 | Now, let's create a new style
and add it to the gallery as well.
| | 00:45 | Select the first paragraph.
Let's make it 9.5 points.
| | 00:50 | We'll also make it justified.
| | 00:54 | Now, let's make a new style out of that
and add it to the Quick Style gallery.
| | 00:58 | If you've been following along and
opened the classic 2003 Style box, we'll
| | 01:02 | create it with that;
if not, you can just watch.
| | 01:04 | Hold down your Alt key.
| | 01:06 | When you do, you'll get numbers and
letters that correspond to the menu items.
| | 01:12 | My corresponding number is 4
for the classic Styles box;
| | 01:16 | yours may be a bit different.
| | 01:17 | So I'm going to use the Alt key and
the number 4, not F4, but the number 4 on
| | 01:22 | my keyboard to pop myself up into the classic
Styles box into to begin creating my new style.
| | 01:29 | We'll call this Ca Body Subtitle, with an
alias of cbs, and then just press Enter.
| | 01:41 | Now, notice in your Quick Style gallery it
didn't automatically add it, so that's okay.
| | 01:47 | We can still add it at this point.
| | 01:49 | From your Style pane, find your Ca body
subtitle, do a right-click, and just say
| | 01:54 | Add to Quick Style Gallery.
| | 01:56 | Also, when you're creating a new style
using the New Style button, there is an
| | 02:01 | option here that automatically is
turned on to Add to Quick Style list.
| | 02:06 | So if you don't want to add it
automatically, you can uncheck it, but remember
| | 02:10 | by default, when using this method of
creating a new style, it is turned on by default.
| | 02:16 | Now, open a new document--you can use the
keyboard shortcut Ctrl+N--and look at your gallery.
| | 02:23 | Those styles that we just added are
not there; it's using Word's default
| | 02:27 | styles from this gallery.
| | 02:29 | If you want your styles to be available
in the gallery every time you open a new
| | 02:33 | document, you do have the option of
creating a Quick Style set and setting those
| | 02:39 | as your default, or just selecting
that style set when you need those styles.
| | 02:43 | We will be covering this option
in the chapter on Quick Style sets.
| | 02:47 | Now, let's close this document
and return to our exercise file.
| | 02:51 | There may be times that you need to
remove styles from the gallery that you
| | 02:55 | don't need or you hardly ever use.
| | 02:56 | Removing styles couldn't be easier.
| | 02:59 | All you need to do is right-click.
| | 03:02 | Let's remove the FB style.
| | 03:04 | FB of course is an alias.
| | 03:07 | Right-click and then click on
Remove from Quick Style Gallery.
| | 03:10 | You can also remove Word's default
built-in styles from the gallery.
| | 03:15 | Let's remove the No Spacing style.
| | 03:18 | So find it in your gallery, right-
click, and then just click on Remove from
| | 03:22 | Quick Style Gallery.
| | 03:24 | In conclusion, you can add styles to
the gallery as you create the style, after
| | 03:30 | you've created the style by modifying,
or even automatically adding to the
| | 03:34 | gallery as you're creating.
| | 03:36 | Adding and removing styles from
the Styles gallery is simple and
| | 03:39 | straightforward--just right-click.
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|
|
6. Using Quick Style Sets to Format an Entire DocumentFormatting an entire document with one click| 00:00 | Style sets are great new feature
that were introduced in Word 2007.
| | 00:05 | Just as Microsoft comes with built-in
styles, they went a step further and added
| | 00:09 | 11 pre-built style sets, a feature
where you can format or reformat your entire
| | 00:15 | document with sets of
styles with just one click.
| | 00:18 | Click on the arrow next to Change
Styles and then hover over Style Set.
| | 00:24 | Here are a list of
built-in styles that are shown.
| | 00:27 | Hover your mouse over each
and watch the magic happen.
| | 00:31 | This is Distinctive.
| | 00:33 | You've got Elegant, Fancy, Formal,
Manuscript, Modern, Newsprint, Perspective,
| | 00:43 | Simple, Thatch, Traditional, and then
you also have Word 2003 and Word 2010.
| | 00:51 | The default is Word 2010.
| | 00:54 | Let's select Fancy.
| | 00:56 | Let's say you changed your
mind; select Distinctive.
| | 01:01 | Change your mind again?
Let's select Traditional.
| | 01:07 | When a demonstrator first showed me this
awesome feature, they failed to tell me
| | 01:11 | that there was more magic than met the eye.
| | 01:14 | He failed to mention what was going on
behind the scenes in his sample document.
| | 01:19 | Just as it's important to know the
trick behind sawing someone in half before
| | 01:22 | you try it, it's just as important--
well, okay, not just as important, but
| | 01:27 | important nonetheless--to know what's
happening behind the scenes, so you can make
| | 01:31 | the magic happen in your documents.
| | 01:33 | We'll be taking a peek behind the
curtain to see what's making this magic
| | 01:37 | happen in the next movie.
| | 01:39 | Everything we've learned so far about
styles in previous movies will give you
| | 01:43 | the starting foundation that we can
build on for you to better understand how
| | 01:48 | style sets work--therefore being able to
utilize them to their fullest capacity--
| | 01:53 | and then we'll even build our own style sets.
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| What makes Quick Style sets work?| 00:00 | When I was first learning about style
sets, I just couldn't believe my eyes:
| | 00:05 | the demonstrator was showing how you
can take a document, wave your mouse over
| | 00:08 | it, and like magic, poof, the
document was completely formatted.
| | 00:13 | After watching this
demonstration, I was so excited
| | 00:16 | I created a document and waved my style
set magic wand over it and disappointed,
| | 00:21 | definitely not the results I was expecting.
| | 00:25 | I didn't understand what I was doing wrong.
| | 00:27 | I tried it a few more times, and then
I gave up completely, and I decided that
| | 00:31 | style sets were not so magic
and not very helpful after all.
| | 00:35 | Than one day I was happy to
find the secret behind the magic,
| | 00:38 | so let me share it with you.
| | 00:40 | Let's wave our magic wand.
| | 00:41 | Go up to Change Styles and click,
hover over Style Set, and then let's
| | 00:47 | choose Traditional.
| | 00:49 | Well, that's not so pretty.
| | 00:51 | Let's try Change Styles > Style Set
and this time let's choose Distinctive.
| | 00:57 | It's kind of like a firework that goes
up halfway and sputters out. Let's try Modern.
| | 01:03 | Change Styles > Style Set > Modern.
| | 01:07 | It changes some, but probably not to
the level we expected and certainly not to
| | 01:13 | the level the document
changed in our last movie.
| | 01:16 | What the demonstrator had failed to
mention was the prep work that had been
| | 01:19 | done to the document
prior to using the magic wand.
| | 01:22 | They forgot to mention one very important
point, and here's the secret behind the magic:
| | 01:27 | you must apply styles to your
document before waving your magic wand.
| | 01:31 | So let's make some magic happen of our own.
| | 01:34 | Let's apply Title to Title.
| | 01:37 | So click on Title and click on Title
in the Quick Style gallery. Then click on
| | 01:42 | Subtitle, and we'll apply the Subtitle style.
| | 01:47 | Click anywhere in the Heading 1
paragraph, and we'll apply Heading 1.
| | 01:52 | Click on the Heading 2
paragraph and apply Heading 2.
| | 01:56 | Scroll down a little bit, and let's
apply Heading 3 to the Heading 3 paragraph,
| | 02:01 | Heading 4 to the Heading 4 paragraph,
and Heading 5 to the Heading 5 paragraph.
| | 02:06 | And you might need to scroll
down a little bit to apply.
| | 02:10 | Now let's scroll back up, and in the
first paragraph, select the word strong, and
| | 02:16 | up in your Style gallery,
find the Strong style and apply.
| | 02:23 | Select the word emphasis, and let's
apply the emphasis style. And both emphasis
| | 02:30 | and strong are character styles.
| | 02:33 | Now let's use our magic wand,
and we're going to select Fancy.
| | 02:37 | So go up to Change Styles>
Style Set, and select Fancy.
| | 02:43 | Let's say we don't like this is color.
| | 02:45 | Let's go up to Change Styles > Colors and
select a color that you like. I'll choose Apex.
| | 02:54 | Let's say you don't like the font.
| | 02:55 | Let's go back up to Change Styles >
Fonts and select a font that you like.
| | 03:02 | Colors and fonts are based on themes.
| | 03:04 | Remember that we reviewed how
themes work hand in hand with styles.
| | 03:09 | Now let's switch over to exercise file number 2.
| | 03:12 | Another little piece of information
that I was missing is that in order to wave
| | 03:16 | the magic wand to apply a style set
over documents that you've previously
| | 03:21 | created the style names must be the same.
| | 03:24 | For example, take a look at
the style names Word uses.
| | 03:28 | It uses Heading 1, Heading 2,
Title, Subtitle, et cetera.
| | 03:32 | Now open up your Style pane and notice
that our styles are California Heading 1--
| | 03:40 | not Heading 1--and California
Heading 2 instead of Heading 2.
| | 03:45 | California headings will not change
when we use the style sets because it's
| | 03:49 | not named conventionally, such as
Heading 1 through 9, which is the naming
| | 03:53 | convention that Word uses.
| | 03:54 | We would have to change our
California Heading to Heading 1.
| | 03:58 | So all you would do is right-click, go to Modify,
and you'd have to change it to Heading 1 here.
| | 04:05 | Once you do, your style
sets will work correctly.
| | 04:08 | You can always rename your styles if need to be;
| | 04:10 | you don't have to recreate them.
| | 04:12 | Your style names in your document must match
in order for the correct style to be applied.
| | 04:17 | Some of the other magic going on behind
the scenes with Word 2010 is that style
| | 04:21 | sets are stored as individual templates.
| | 04:24 | If you use to create templates
exclusively to store your styles, you may
| | 04:29 | consider using Word's 2010 style sets
for this purpose instead, since style sets
| | 04:34 | are stored as templates automatically.
| | 04:36 | Also, if you used Word's Organizer
to copy styles between documents or
| | 04:41 | templates, you can now more easily
store and access your styles by saving
| | 04:45 | as Quick Style sets.
| | 04:46 | Can you change and modify these
styles to seek your needs? Most certainly.
| | 04:51 | Just use the same methods we learned
about in earlier movie, such as changing the
| | 04:55 | style by example or using the
right-click and Modify method.
| | 04:59 | Using style sets can truly be magical if you
know how to create the magic behind the scenes.
| | 05:05 | In our next movie, we'll be learning how
to create our own style sets so you can
| | 05:10 | customize and use your own
sets of styles in your documents.
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| Saving custom styles as a new Quick Style set| 00:00 | Since Quick Style sets are automatically
saved in individual templates and these
| | 00:05 | template acts as a
container for your style sets,
| | 00:09 | you can easily create and save your
own personalized custom set of styles.
| | 00:14 | And you're not limited on the
amount of styles that you can create.
| | 00:18 | Let's take our example here of Cycle California.
| | 00:21 | We will quickly apply the appropriate
styles to the first page. The second page
| | 00:26 | has already been done for us.
| | 00:28 | So click on the Cycle California,
and let's go ahead and open up our Style window.
| | 00:34 | We will apply CA Heading 1, and in the very
first paragraph here we will apply CA Intro.
| | 00:44 | For the paragraph that starts with "Both
doctors," we are going to apply CA body.
| | 00:51 | For the top paragraph in the second
column, we will also apply our CA body.
| | 00:57 | Cycling Packages, we'll apply
the subtitle, CA Body Subtitle.
| | 01:03 | And click in the paragraph at the
bottom of the second column that says "Cycling
| | 01:07 | is a fantastic way," and we
will apply Body to that as well.
| | 01:11 | Now click anywhere in your table and
then click on Design, and we're going to
| | 01:16 | apply the very first style that's
here, which is a custom style that we
| | 01:20 | created called CAT.
| | 01:23 | Now let's say that our scenario is
that we're creating a catalog for
| | 01:27 | Explore California.
| | 01:29 | Cycle California is only one of several
inserts will be receiving that will all
| | 01:35 | need to be formatted the same way.
| | 01:37 | Do we have to re-create the same styles
again in order to use them in our other sections?
| | 01:42 | Not with our Word style sets.
| | 01:44 | So the first thing I'm going to do is
create all of my styles, and here they all
| | 01:49 | are, so I'm really fast; they're done.
| | 01:51 | We will just assume that I just
created all of them. The next very important
| | 01:55 | step is to make sure that all of the
styles that I want to save as my new
| | 02:00 | style set is in my Style gallery.
| | 02:02 | So I'm going to have to do some
cleanup and checking prior to saving this.
| | 02:06 | I am going to go to the Home Ribbon.
| | 02:08 | And here are the styles
that are already in my gallery.
| | 02:12 | There are some that I don't need, so I
am going to get rid of Subtle Reference.
| | 02:18 | I'll say that I want to right-click here
and remove from the Quick Style Gallery.
| | 02:21 | I will also get rid of Graphics.
| | 02:25 | I am going to do right-click and I am going
to say Remove from our Quick Style gallery.
| | 02:30 | Now what I want to do is add all of
my styles to the Quick Style gallery that
| | 02:35 | I want to become part of my Quick Style set.
| | 02:38 | Most of them are already here,
but I need to add California Phone Number.
| | 02:42 | So I will do a right-click, and I'll
choose Add to Quick Style Gallery.
| | 02:46 | Also, I will need the California Splash
box added, so I will right-click on it
| | 02:52 | and also say Add to Quick Style Gallery.
| | 02:56 | Once I have removed the styles that I
don't want and I have added the styles
| | 03:00 | that I do want to the Quick
Style gallery, I'm ready to go.
| | 03:03 | So I am going to go up to Change
Styles, go to Style Set, and choose Save
| | 03:10 | as Quick Style Set.
| | 03:11 | I will give it a name, and I am
going to call this Explore Cali.
| | 03:18 | Now notice down here it says Save as
type, and it's set to Word Templates.
| | 03:24 | It's very important not to change the
default location where Word is storing the
| | 03:28 | template; otherwise, your style
set will not show up in your list.
| | 03:33 | It must be saved to this folder.
| | 03:36 | So let's go ahead and click on Save,
and we will open up a new document.
| | 03:41 | We can use a keyboard shortcut Ctrl+N,
and if we go up to Change Styles and Style
| | 03:47 | Set you can see that your new
styles that is available in your new document.
| | 03:52 | And if you click on Explore Cali, your
styles change. You also have them here in
| | 03:58 | your Style gallery,
and they're available for use.
| | 04:01 | Now something important to remember: as
mentioned previously, if you want to be
| | 04:06 | able to exchange one style set with
another, you must name your styles using the
| | 04:11 | same naming conventions that came
prepackaged with Word. For example,
| | 04:16 | we can't swap out our new Explore
California style set with one of Word's eleven
| | 04:20 | built-in style sets and expect it to
swap out heading 1's style because we
| | 04:26 | named it CA Heading 1.
| | 04:28 | The easiest way to get this to work
correctly if we want to use the functionality
| | 04:33 | of swapping out our style sets is
selecting our heading style and then updating
| | 04:39 | Heading 1 to match the selection.
| | 04:42 | To do that--here is our Heading 1--
first you'll apply CA Heading 1 so all of
| | 04:48 | your attributes are applied,
| | 04:50 | and then on your CA Heading 1 do a
right-click and choose Update Heading 1
| | 04:56 | to Match selection.
| | 04:58 | If you try to rename CA heading 1 instead
of doing it this way, what will happen is
| | 05:04 | when I go into modify and I call
this Heading 1, which, remember, is Word's
| | 05:10 | pre-built name, and I click on OK, it
will tell me that the style name already
| | 05:15 | exists or it's reserved for a built-in style.
| | 05:20 | Using the Update feature allows are
formatting attributes to be assigned to Heading 1.
| | 05:25 | In some cases, you may need to use
the other style sets and swapping
| | 05:29 | functionality. But for our example, we
only need to use those styles in our
| | 05:34 | other sections for our
Explore California catalog.
| | 05:38 | We need to formatting to remain the same.
| | 05:41 | In addition to saving the styles
listed in the Quick Style gallery,
| | 05:45 | themes such as color and fonts and also
the document default settings are saved
| | 05:50 | with your Quick Style sets.
| | 05:52 | These should be set prior to saving
your styles set, or you may not get the
| | 05:57 | expected results when you are using
the styles set in other documents.
| | 06:01 | We've already reviewed themes in Chapter
1; for more information on setting your
| | 06:06 | document default settings see the
upcoming chapter on setting document default
| | 06:11 | and template defaults.
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| Exploring the new Word 2010 paragraph spacing| 00:00 | New to Word 2010 is a handy little
feature called Paragraph Spacing.
| | 00:04 | It's listed underneath of
the Change Styles dialog box.
| | 00:09 | Now, take a look at this document.
It's using the Word 2010 style set.
| | 00:14 | Beginning in Word 2007, the default
spacing for documents, and most quick
| | 00:19 | style sets, is 1.15 to give the
document more white space ,and it makes it
| | 00:25 | easier to read on a screen.
| | 00:27 | The default spacing in Word 2003
is 1.0 between lines, with no spacing
| | 00:32 | between paragraphs.
| | 00:33 | Let's select the Word 2003 style set.
| | 00:36 | So go to Change Styles >
Style Set, and choose Word 2003.
| | 00:41 | Now you could see the
difference between the two.
| | 00:45 | If you use Word 2003, you may have
noticed a difference in newer versions and
| | 00:50 | that you no longer have to press the
Enter key when inserting a new paragraph.
| | 00:54 | Word automatically puts an empty
line between paragraphs for you.
| | 00:59 | Different style sets utilize different
paragraph and line spacing along with
| | 01:03 | different formatting options.
| | 01:05 | For example, select the Manuscript style Set.
| | 01:08 | Go up to Change Styles >
Style Set, and select Manuscript.
| | 01:14 | As you can see, it uses double-spacing.
| | 01:17 | Now let's select the Fancy style set.
Go to Change Styles > Style Set, and select Fancy.
| | 01:24 | Notice that it's using the italics
attribute and that it also changes the title
| | 01:29 | and subtitle styling.
| | 01:31 | Now let's change this back to 2010.
| | 01:34 | So Change styles > Style Set > Word 2010.
| | 01:38 | But perhaps you only need to change
the line and paragraph spacing, but you
| | 01:43 | don't want to change the other
style attributes in your document.
| | 01:46 | To accomplish this, you can use the
new Paragraph Spacing option that will
| | 01:51 | actually change the line and
paragraph spacing of the styles themselves
| | 01:55 | throughout your document, without
changing other style attributes.
| | 01:59 | First, let's view the document in
Draft view, so we can see the Style area.
| | 02:04 | So go up to View and click on Draft.
| | 02:07 | As you can see in this exercise
document, that besides the title and the
| | 02:11 | subtitle, the Normal style is applied
to paragraphs throughout, so you can
| | 02:16 | better see how this new
Paragraph Spacing feature works.
| | 02:20 | Next, let's turn on the Reveal Formatting
to see what's going on in the style itself.
| | 02:25 | Press Shift+F1 on your keyboard.
| | 02:28 | Make sure that both boxes in the Reveal
Formatting pane are checked down here at
| | 02:33 | the bottom for Distinguish style
source and Show all formatting marks.
| | 02:38 | Now place your mouse within any of the
paragraphs, and we'll switch back to the Home Ribbon.
| | 02:45 | Next, let's go to the Change Styles
box and we'll hover our mouse over the
| | 02:49 | Paragraph Spacing option.
| | 02:52 | Note that the 2010 style set that we
selected displays at the top, so know here
| | 02:58 | which style set is currently in use.
| | 03:01 | Let's explore the different preset
Paragraph Spacing options listed here.
| | 03:06 | You've got No paragraph Space, Compact.
| | 03:10 | It's got Before of zero and After of
four points and then a Line Spacing of one.
| | 03:15 | Tight has Before of zero, After of six
points and then Line Spacing of 1.15.
| | 03:22 | You've got the option of Open, which
Before of zero points, After of 10, and then
| | 03:26 | Line Spacing of 1.15.
| | 03:29 | Relaxed, which is zero Before, six
After, and Line Spacing of 1.5. And last but
| | 03:36 | not least you have Double, which is our
normal double spacing, but you also have
| | 03:42 | Before of zero points and After of eight points.
| | 03:45 | Now let's apply double spacing.
| | 03:47 | So click on Double.
| | 03:49 | Notice in the Reveal Formatting pane
that the direct formatting that's been
| | 03:54 | applied is bold only.
| | 03:56 | So the spacing has become part
of the paragraph style of Normal.
| | 04:01 | Let's select the second paragraph,
and we are going to apply single spacing.
| | 04:06 | So let's go up to Paragraph, and then
we'll also choose here where it says
| | 04:10 | Line Spacing, instead of Double, we'll
choose Single, and we'll set our Before
| | 04:14 | and After to 12 points.
| | 04:17 | So Before 12 and After 12. You don't
need to put the pt, you can leave that off.
| | 04:23 | And then click on OK.
| | 04:25 | Now, if you look in the Reveal
Formatting pane, you'll now see that the direct
| | 04:30 | formatting for spacing Before and After
and also our Line Spacing of Single is
| | 04:35 | overriding our paragraph style.
| | 04:38 | Now let's go to the paragraph above that's
still using the paragraph style settings.
| | 04:43 | Notice that there is no direct
formatting applied to this paragraph.
| | 04:47 | So, what's happening here?
| | 04:49 | Let's go to the Change Styles > Paragraph
Spacing, and then select Custom Paragraph Spacing.
| | 04:56 | It's down at the very bottom.
| | 04:59 | It takes us to the Set Defaults pane
under the Manage Styles dialog box.
| | 05:04 | Be aware that this is not the place we
manually changed our paragraph spacing
| | 05:09 | for the one paragraph.
| | 05:10 | What this means is that using the new
Paragraph Spacing feature changes the
| | 05:16 | document defaults, which in
turn changes the style settings.
| | 05:21 | Note that the default settings are
automatically set to Only in this document.
| | 05:26 | Let's go ahead and cancel this.
| | 05:28 | So, in conclusion, you can use the new
Word 2010 Paragraph Spacing option to
| | 05:34 | quickly change the settings for your
line and paragraph spacing throughout your
| | 05:38 | document with just a click of a button.
| | 05:41 | It changes the default settings for your
document, which in turn are picked up by the styles.
| | 05:47 | Keep in mind that you do have the
option to override these settings for
| | 05:50 | particular portions of the
document if the need arises.
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|
|
7. Creating a Table of Contents Using StylesApplying styles to build a table of contents | 00:00 | If you've ever tried to manually build
a table of contents, or TOC for short,
| | 00:05 | by finding the corresponding page
number and then going back to the TOC and
| | 00:10 | manually typing it in, and the
absolute frustration of keeping up with page
| | 00:15 | numbering every time the document
changes, you'll love how easy it is to apply
| | 00:21 | styles to keep track of all of that for you.
| | 00:23 | Also gone are the days of having to
manually mark all instances of a TOC.
| | 00:28 | Just use styles and tell
Word to build the TOC for you.
| | 00:32 | The first thing we need to do is tell
Word what information to use in the TOC by
| | 00:36 | applying our styles.
| | 00:38 | In our first exercise file, we'll be
applying Word's default heading styles one
| | 00:44 | through four to our document.
| | 00:46 | By using Word's built-in heading styles,
Word will then be able to create a TOC
| | 00:51 | automatically for you.
| | 00:53 | Let's first turn on our paragraph marks.
| | 00:56 | Click on the little icon that
looks like a paragraph mark.
| | 01:00 | Next, let's open the Styles pane,
and then we'll go to Draft view--so go to
| | 01:05 | View > Draft--and we are going to
apply the Title style to the Title.
| | 01:11 | So click on Title and apply the Title style.
| | 01:15 | To Summary we're going to apply Heading 1.
| | 01:20 | Scroll down a little bit.
| | 01:21 | We'll also apply Heading 1 to
Mission Statement and Goals.
| | 01:27 | Now let me teach you a little trick.
| | 01:29 | This is kind of a handy little tool.
| | 01:32 | In Word, every time you press the F4
function key it's going to repeat the
| | 01:37 | last thing you did.
| | 01:39 | So if the last thing you did was delete,
something when you press F4 it's going
| | 01:43 | to delete something.
| | 01:45 | Since the last thing we did was
apply the Heading 1, when you press the F4
| | 01:50 | function key it will apply Heading 1 again.
| | 01:53 | Let's scroll down in our document a little bit.
| | 01:55 | We'll click on our Objectives. Press F4.
| | 01:58 | We'll also apply it to
the word Duty, and that's it.
| | 02:02 | So we have all of our Heading 1s applied.
| | 02:04 | Go back up to the top of your document.
| | 02:07 | Word has nine levels of pre-built
heading styles called Heading 1, Heading 2,
| | 02:12 | Heading 3, and all the way through 9.
| | 02:14 | We are going to apply Heading 2 to
4 only to the first sentence.
| | 02:19 | Now these Heading styles are link
styles, and they will allow you to do this.
| | 02:23 | In other words, you can use link styles either
as a paragraph style or as a character style.
| | 02:30 | So let's select "The Galleries."
| | 02:33 | Now hold down your Ctrl key and
select Quick Style Gallery, and we'll
| | 02:38 | apply Heading style 2.
| | 02:40 | Select "Changing the Look of Your
Document," and we'll apply Heading 3.
| | 02:45 | Select "Applying New Themes,"
and we'll apply Heading 4.
| | 02:50 | Now scroll down a little bit in your
document, and we'll choose "Gallery Items."
| | 02:56 | We'll apply Heading 2. "Formatting Selected Text,"
| | 03:01 | we'll apply Heading #3.
| | 03:04 | Scroll down a little bit more and
underneath the "Goals, Coordinating the Overall Look,"
| | 03:08 | you can select it and then hold your
Ctrl key down and select "Formatting
| | 03:12 | Selected Text," and we'll apply
Heading #2. Scroll down a little bit more.
| | 03:18 | Under Objectives, we have one paragraph,
so select "Changing the Overall Look"
| | 03:24 | and apply Heading 2.
| | 03:26 | Underneath of Duty, we'll select
"Included Items," apply Heading 2 and last but
| | 03:33 | not least, we are going to
apply Heading 3 to "Document Text."
| | 03:38 | Now when you run an automatic table of
contents and allow Word to create it for
| | 03:42 | you, it automatically uses the first
three levels, headings 1 through 3.
| | 03:48 | It won't use our Heading level 4.
| | 03:50 | Now this document is TOC-ready.
| | 03:53 | Let's go to exercise file number 2.
| | 03:56 | In this Explore California catalog,
we need to build a table of contents so
| | 04:00 | folks can find articles quickly and easily.
| | 04:03 | Let's get this document TOC-ready so
Word can do all the rest of the work for us.
| | 04:08 | In this document, no styles have been
applied, so we use our handy-dandy little
| | 04:13 | Explore California Quick Style set
that we created in a previous movie.
| | 04:17 | So go up to Change Styles, select
Style Set, and change it to Explore Cali.
| | 04:24 | Now open up the Style pane and
notice all of our styles are available.
| | 04:29 | But although we switched to the
Explore Cali style set, no styles have been
| | 04:34 | applied yet, but they're
now available for our use.
| | 04:38 | Let's apply the California
Heading 1 to all our heading styles.
| | 04:43 | I found it easier to see two pages at
once, since we're going to be applying
| | 04:48 | our heading styles.
| | 04:49 | I am going to select "Desert to Sea" up
here at the top--you don't have to select
| | 04:53 | it all since it's a paragraph style--and
I'll apply California (Ca) Heading 1. And
| | 04:59 | I'm going to just press the Page Down
button on my keyboard, click on Taste of
| | 05:04 | California and apply our California
(Ca) Heading 1 again, Page Down again, and
| | 05:10 | select Nature Watch.
| | 05:12 | I can press the F4 button at this point.
| | 05:14 | Remember, that's going to redo
the same thing that we did last.
| | 05:17 | I'll press Page Down again and click on
Cycle California and press F4, Page Down.
| | 05:25 | I'll click on California Calm and press
F4, Page Down and we're getting there.
| | 05:32 | Click on Backpack California, F4,
press Page Down. Click on Golden Gate, F4,
| | 05:40 | Page Down. And we are almost there.
| | 05:42 | As a matter of fact, we've reached the bottom.
| | 05:44 | So now our document is one,
two, three TOC-ready to go.
| | 05:49 | You may have noticed that in this
document we are not using Word's naming
| | 05:53 | convention Heading 1, but our own
naming convention, California (Ca) Heading 1.
| | 05:58 | You can build your TOC from your own
styles; it's just a little bit trickier.
| | 06:04 | You will see how this works in the
next movie when we build our TOC.
| | 06:08 | Getting a document TOC-ready is as
simple as applying your styles as usual, but
| | 06:14 | as mentioned, there are a few tricks to it.
| | 06:16 | So I'll show you what those tricks are
and why I had you style two different
| | 06:20 | documents in order to show you these
tricks in the next movie, where we'll have
| | 06:24 | Word create our table of contents
for both types of documents for us.
| | Collapse this transcript |
| Generating a table of contents from applied styles | 00:00 | Word 2010 makes generating a
table of contents fast and easy.
| | 00:05 | We've already done our groundwork by
applying our styles to both of these documents,
| | 00:09 | so let's have Word generate
our table of contents for us,
| | 00:12 | and I'll show you why I had
used out both of these documents.
| | 00:16 | In exercise file 1, press Ctrl+Home on
your keyboard to take you to the very top.
| | 00:23 | Now, let's insert a section break.
| | 00:25 | Go to Page Layout and underneath of
Page Setup, select Breaks, and then let's
| | 00:32 | choose Section Break > Next Page.
| | 00:35 | Now once again, press Ctrl+Home to
take you to the top of the document.
| | 00:39 | Now we're going to have Word
automatically create our TOC for us using Word's
| | 00:44 | TOC default settings.
| | 00:46 | We'll insert our TOC by going to
References and then Table of Contents.
| | 00:52 | You can see here that the difference
between Automatic Table 1 and Automatic
| | 00:57 | Table 2 is simply that Automatic Table 1
has a label of Contents, where Automatic
| | 01:03 | Table 2 says Table of
Contents; that's the only difference.
| | 01:08 | Both of these automatic
settings only use Heading 1, 2, and 3.
| | 01:13 | So only the first three heading
levels are going to be included.
| | 01:17 | Let's select Automatic 2 and
then scroll up; it's that easy.
| | 01:23 | But what if you want to create a table
of contents based on your styles instead
| | 01:28 | of Word's heading styles.
| | 01:30 | What if you named your style
something other than Heading 1?
| | 01:33 | Word is smart, but not smart enough
to know which style we want to use.
| | 01:38 | So let's see how to tell word what
we want. It's just a few more steps.
| | 01:43 | Begin by opening up exercise file number two.
| | 01:46 | In this document, we've already applied
our own heading style called CA Heading 1.
| | 01:52 | Press Ctrl+Home on your
keyboard to take you to the very top.
| | 01:56 | We want to make sure that
we're above the section break.
| | 01:59 | So let's turn on our paragraph marks
by clicking on the paragraph mark icon.
| | 02:04 | Now let's insert our table of contents.
| | 02:07 | We'll go to References > Table of Contents.
| | 02:10 | Now instead of using Automatic 1 or
Automatic 2, what we need to do is go down
| | 02:15 | and click on Insert Table of Contents.
| | 02:18 | Here is where we'll show Word what we want.
| | 02:20 | We're only going to show Heading level 1,
| | 02:24 | so where it says Show
Levels, change it from 3 to 1.
| | 02:29 | Now click on the Options button. You
can see here that you can build your table
| | 02:34 | of contents from styles.
| | 02:36 | So scroll down and as you're
scrolling down, you can see that Heading 1 is
| | 02:41 | checked. Well, we don't have
a Heading 1 in our document,
| | 02:44 | so let's take that off; just delete it.
| | 02:48 | Scroll down a little bit more. And it
looks like that's the only level that's
| | 02:54 | being used, since we told it 1.
| | 02:56 | What we wanted to though is we want to
add our California Heading 1, and we want
| | 03:01 | to make it the first level, so type
in the number 1 in the TOC level box.
| | 03:07 | Now click on OK and underneath the
Format, change that From Template--click on
| | 03:12 | the down arrow--and choose one of
these templates here. You have Classic,
| | 03:18 | Distinctive, Fancy, Modern, Formal,
and last but not least, Simple.
| | 03:30 | I'm going to choose Formal and
then click on OK, and here it is.
| | 03:38 | Notice that we sort of got what we
wanted; it created the TOC for us, the page
| | 03:42 | numbers are correct,
| | 03:43 | but we need to adjust our table of
contents so it better fits on our page.
| | 03:47 | And take a wild guess what we use
to format our TOC. You got it--styles.
| | 03:53 | We'll be learning how to
do this in our next movie.
| | 03:55 | I've showed you how to create a table of
contents using Word's automatic default
| | 04:00 | Table of Contents settings and also
how to create a TOC from our own styles
| | 04:05 | using Word's formal formatting styles.
| | 04:08 | Next, I'll show you how to adjust
our table styles by modifying Word's
| | 04:12 | built-in TOC style.
| | Collapse this transcript |
| Modifying built-in table-of-contents styles| 00:00 | The table of contents in Word is a
field code. If you press Alt+F9 on your
| | 00:04 | keyboard, you can toggle
this field code on and off.
| | 00:08 | Because of this fact, if you manually
make changes to your table of contents,
| | 00:13 | or TOC for short, every time Word updates the
field, you'll lose all of your modifications.
| | 00:20 | This can be time consuming
and just plain frustrating.
| | 00:24 | So how do we get this field code
to stop overwriting our changes?
| | 00:28 | Well, you probably guessed it--styles.
| | 00:32 | Word uses built-in styles,
appropriately named TOC styles, to format the TOC.
| | 00:39 | Therefore modifying the TOC styles will tell
Word to keep our formatting and our modifications.
| | 00:45 | Let me show you how this works.
| | 00:47 | Open the Styles pane.
| | 00:49 | Now click on this first line
that's starts with "DESERT TO SEA."
| | 00:53 | This area is highlighted because it's a field.
| | 00:57 | We want to indent our TOC
on the left at two inches,
| | 01:01 | so click and drag this bottom square
in your indent to 2. And we also want our
| | 01:08 | page numbers to be indented on the right.
| | 01:11 | First off, you can see you've a right-
aligned tab. It looks like a backwards
| | 01:15 | letter L. If you click and drag--drag
it to 6 inches here--and let go, it
| | 01:21 | will move your tab in.
| | 01:22 | Let's also indent on the right by
clicking and dragging this upside-down
| | 01:28 | triangle to 6 as well.
| | 01:29 | Now this is what we want our
TOC Heading level 1 to look like.
| | 01:34 | Now what we're doing here is
creating a style by example.
| | 01:39 | So this is our example, so all we have
to do is come over to our Style pane,
| | 01:44 | locate TOC1, click on the down arrow,
and then choose Update TOC1 to Match
| | 01:51 | Selection, and that's it.
| | 01:54 | Now when we update our table, it will
stay in place and keep our formatting,
| | 01:58 | because we changed the TOC style.
| | 02:01 | If we had used Heading styles 1 through 3 in
our TOC instead of simply using just one
| | 02:07 | level, we could continue making
modifications to the built-in TOC style 2 and
| | 02:13 | the TOC style 3, and you could see both
of those over here in our Style window.
| | 02:19 | Modifying a TOC and getting the same
results each time you update the table is
| | 02:24 | simply a matter of
modifying your built-in TOC styles.
| | 02:28 | By doing so, you'll avoid gray hair
due to stress and hair loss from pulling
| | 02:33 | it out in frustration.
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|
|
8. Copying, Deleting, and Renaming StylesCopying styles between documents and templates| 00:00 | Although you can create style set to
use in other documents, there may be times
| | 00:04 | that you only need to copy one or two
styles and you don't need the entire set.
| | 00:09 | One of the main reasons I find I
need to copy a style is if it's new.
| | 00:13 | And although when it was created the
option was checked for all new documents
| | 00:17 | based upon this template,
| | 00:18 | the key word here is new: only new
documents based upon that template will
| | 00:23 | contain the style--not
documented previously created.
| | 00:27 | This means you have to copy the new
style to pre-existing documents when needed.
| | 00:32 | Another reason is is if I have more
than one style that I need to add to
| | 00:36 | the Normal template.
| | 00:37 | The Style Organizer is a
fantastic tool to use when copying styles.
| | 00:41 | It's just a bit buried
from view, so let's un-bury it.
| | 00:45 | Before we copy any new styles, let's
take a look at what's already in our Normal
| | 00:49 | template by default--or you or someone
else may have added to your computer.
| | 00:53 | Let's start by opening up a new document.
| | 00:55 | Ctrl+N on your keyboard
will open a new document.
| | 01:00 | Now open up the Style window, go down
to the very bottom, and the third button on
| | 01:05 | the bottom here on the right says
Manage Styles. Click on a button and here
| | 01:10 | you'll see all of the styles that are
available from Microsoft out of the box.
| | 01:15 | And as you can see, there
is a really long list here.
| | 01:19 | None of our California styles are in this
document because they do travel with the document.
| | 01:24 | So what we want to do is we want to
make several of our California styles
| | 01:29 | available for all of our
new documents going forward.
| | 01:32 | We can do that one by one by clicking
on the option that says All the documents
| | 01:37 | based up on this document, but we
would have to go into--let's say we are
| | 01:40 | copping three--three different styles to do that.
| | 01:43 | So let's copy them instead. It's a lot quicker.
| | 01:46 | So do a cancel here, and let's
go back to our Exercise document.
| | 01:51 | Now open up the Style pane and again
and click on Manage Styles. You'll see a
| | 01:57 | button down here on the bottom left that
says Import/Export; click on it and it
| | 02:02 | opens up the Styles Organizer.
| | 02:05 | When I mentioned the Style Organizer
was a bit buried, the reason was, you
| | 02:09 | click on the Import/Export
button to get to the Style Organizer.
| | 02:13 | Our exercise file is here on the left,
and the Normal template is on the right.
| | 02:19 | Let's copy California Body, hold your
Ctrl key down and click on California
| | 02:25 | Heading 1 and California Heading 2.
| | 02:28 | The Copy button is located in the middle.
| | 02:30 | You will see that the
arrow is pointing to the right,
| | 02:33 | so we are going to be copping from our
exercise file to the Normal template.
| | 02:38 | Just click on Copy and now those
styles will be available in all of our new
| | 02:43 | documents going forward.
| | 02:45 | Click on Close and then again open up
a new document--Ctrl+N on your keyboard--
| | 02:50 | open your Style window, and here are
our styles that are available. We copied
| | 02:55 | over California Heading 1, California
Heading 2, and we also copied our California Body.
| | 03:02 | Now let's return to the Exercise file.
| | 03:04 | We are going to open our organizer,
so go to Manage styles, click on
| | 03:09 | Import/Export, and we are back in our Organizer.
| | 03:13 | Now remember that the Normal template
is the template by default that all of your
| | 03:18 | new documents in Word are based on.
| | 03:20 | Copying your style to the Normal
template will make the styles available in all
| | 03:24 | of your new documents based
on the template, as you saw.
| | 03:27 | Styles travel with the document, meaning
that documents you already created that
| | 03:32 | were based on this template will
not have the copied styles available.
| | 03:36 | In other words, all new documents
based on the Normal template going forward
| | 03:41 | will have the styles available.
| | 03:42 | You can think of the Normal template
as being a container for styles that you
| | 03:46 | need for all of your new documents.
| | 03:48 | Keep in mind that you can now create
styles sets, and you don't have to keep all
| | 03:53 | of your styles in the Normal template--
| | 03:55 | only the ones that you use, let's say
for the majority of your documents.
| | 03:59 | Notice you also have the option to
close either the current document, which is
| | 04:04 | our exercise file here, by clicking
on the Close file button or the Normal
| | 04:09 | template, and you also have
a Close file button here.
| | 04:12 | Now what we want to do is we want to copy
our styles between exercise files, or documents.
| | 04:19 | So we don't want to copy to the Normal.
We want to go ahead and close the Normal
| | 04:23 | template, click on Close file, and now
the button changes to open file. Click on
| | 04:30 | Open file, and we're going to browse out
to our desktop to our exercise files.
| | 04:36 | So go to desktop and your Exercise
Files. It's going to be in the Chapter_8 folder
| | 04:43 | and where it says, All Word
Templates, change that to All Files,
| | 04:49 | and you'll see 08_01_Copying_02.
| | 04:53 | Double-click and now our exercise
file is available in the right-hand side.
| | 04:58 | Let's copy our CA Catalog Body style.
| | 05:01 | That's located on the right-hand side.
| | 05:04 | Click on it once and then click on Copy.
| | 05:07 | Notice that the arrow now is not going
to the right; it's going to the left. So
| | 05:11 | you could see that we are copying
from our exercise file number 2 to our
| | 05:15 | exercise file number 1.
| | 05:17 | Click on Copy and your new style is
now available in our open document.
| | 05:22 | You can easily copy styles between
documents and templates using the Organizer.
| | 05:27 | You can even copy multiple styles by
using the Ctrl key and clicking, or you can
| | 05:34 | even select multiple files by
clicking on the very first file, holding your
| | 05:39 | Shift key down, and clicking on the
last file and then clicking on Copy.
| | 05:44 | This is a fantastic tool to have when
you have a style or styles in one document
| | 05:49 | or template that needs to be used in others.
| | 05:52 | This way you don't have to
reinvent the wheel by having to re-create
| | 05:55 | your styles; just copy.
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| Copying and pasting styles between documents| 00:00 | There are several options available
that pertain to styles when you're
| | 00:03 | copying and pasting text.
| | 00:05 | Let's say that you want the text that
you're copying to keep the style applied
| | 00:10 | in the new document, or the
document that you're pasting in.
| | 00:13 | Then again, you may want Word to
automatically apply the style that's already in
| | 00:18 | use in the document that you're pasting into.
| | 00:21 | Did you know that you can use the
regular old Copy and Paste options in Word to
| | 00:25 | copy your styles between documents?
| | 00:27 | Let's take a look at how this works.
| | 00:29 | Began by selecting the intro
paragraph. I'll copy and paste it into a new
| | 00:34 | document I'll use Ctrl+C to copy,
Ctrl+N to open a new document and Ctrl+V, is
| | 00:42 | an victor, to paste.
| | 00:45 | I'll switch to Draft view by going to
View > Draft, and notice how the California
| | 00:50 | Intro style is copied into the new document.
| | 00:53 | If you don't have the Style area
available--we turned it on in a previous movie--
| | 00:58 | I'll go back to the Home
Ribbon and turn on my Style window.
| | 01:02 | Here is CA Intro in my Style window as well.
| | 01:07 | I'm going to apply Heading
1 to this Normal paragraph.
| | 01:10 | So now I'll add some random text.
To do that, I'll type in the equal sign, rand,
| | 01:17 | for random, and then open and close
parentheses, and press the Enter key.
| | 01:22 | I now have three paragraphs of random text.
Each of the paragraphs have Heading 1 applied.
| | 01:29 | I'll use Alt+Tab to take
me back to my exercise file.
| | 01:33 | I want to copy Orange-County Oasis
and the paragraph directly underneath of
| | 01:39 | it to my new document.
| | 01:40 | So I'm going to select it, press
Ctrl+C to copy, Alt+Tab to go back to my
| | 01:46 | document, and Ctrl+V to paste.
| | 01:50 | Notice that I copied the styles
from our California Calm exercise and
| | 01:54 | they're still in use.
| | 01:56 | Now there's a little button down here--you may
have noticed it--that says Paste Options.
| | 02:02 | There is a little down arrow next to it.
| | 02:03 | When I click on it, I have these
different options that are available.
| | 02:07 | I'm going to say that I
want to merge my formatting.
| | 02:11 | The third button over says Merge
Formatting and when I click, it applies the
| | 02:17 | formatting from our new document.
| | 02:20 | Let's say that wasn't my intention.
| | 02:21 | I can go back and still say I want to
keep the source formatting by clicking on
| | 02:26 | the down arrow again and selecting
the Keep Source Formatting button.
| | 02:32 | The Keep Source Formatting keeps the
styling from the other document. When I use
| | 02:37 | the Merge Formatting button, it
automatically applies the same style that's in
| | 02:42 | use at the location of your
mouse where you're pasting.
| | 02:45 | You have two other options available.
Keep Text Only, which paste using the
| | 02:51 | Normal default style,
| | 02:53 | this is perfect for copying and
pasting to get rid of any formatting
| | 02:57 | that's already applied.
| | 02:58 | And last but not least, you
have the Use Destination Theme.
| | 03:04 | I showed you how themes work hand
in hand with styles in a previous movie;
| | 03:08 | this works the other way as well.
| | 03:10 | Select Orange County Oasis and apply Heading 1.
| | 03:16 | Now select it again,
and let's copy it. Ctrl+C copy.
| | 03:20 | I'll press Alt+Tab to go back to my
exercise file, and I'm going to go right in
| | 03:27 | front of the P in peaceful in our
intro paragraph and paste using Ctrl+V. It
| | 03:34 | still has our Heading 1 style applied.
| | 03:38 | Using Word's built-in paste options
will allow you to copy and paste styles
| | 03:42 | between your documents.
| | 03:43 | It gives you the option to preserve the
style from the document you're copying
| | 03:47 | from or to automatically apply the
style that's already in use in the document
| | 03:53 | you're pasting into.
| | 03:54 | Understanding this option can save
you lots of time in reformatting and
| | 03:58 | restyling your documents.
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| Deleting unneeded styles and Quick Style sets| 00:00 | Sometimes styles and styles set
outgrow their usefulness and are no longer
| | 00:05 | needed or applicable.
| | 00:07 | Although deleting a style is fairly
straightforward, you must browse to the
| | 00:11 | location where your style sets
reside in order to delete them.
| | 00:15 | Let's take a look at deleting a style first.
| | 00:18 | Let's say that you decide that the
California Splash box style is no longer
| | 00:22 | needed in this document.
Let's open up the Style window.
| | 00:25 | Hold your mouse over California
Splash box and you'll see a down arrow.
| | 00:31 | Click the down arrow and then choose
Delete California Splash box. It says,
| | 00:37 | "Do you want to delete it?"
| | 00:38 | We say Yes and it's gone. Simple enough.
| | 00:42 | Now we need to delete a few other
unnecessary styles. Let's delete CA Phone
| | 00:47 | Number. So we'll go to CA Phone Number,
click on the down arrow, and notice that
| | 00:52 | the Delete option is not available.
| | 00:54 | So, what's happening here?
| | 00:56 | If I hover my mouse over CA Phone Number,
down at the bottom you can see "Based
| | 01:01 | on: Ca Page Number," so this
is actually based upon another style.
| | 01:07 | If I click on the down arrow, I can
say I want to Revert to California Page
| | 01:12 | Number. It says, "Do you want to delete the
style California Phone Number?" and I can say Yes.
| | 01:19 | When one style is based upon
another, you cannot delete it normally.
| | 01:24 | When you delete all styles will be
reformatted and revert to the based upon
| | 01:29 | styles attributes, losing
all of the added attributes.
| | 01:32 | This is another good reason to base
styles upon the Normal style, unless this is
| | 01:37 | actually the result that you desire.
| | 01:39 | What if you need to delete multiple styles?
| | 01:42 | That's where the Organizer comes in handy.
| | 01:45 | From the Styles pane, go down to Manage Styles.
| | 01:49 | We'll go into Import/Export, and now
let's clean up our Normal template.
| | 01:54 | We'll get rid of the California
styles that we have added to the template.
| | 01:58 | So click on the first style that says
California Body, hold your Shift key down,
| | 02:03 | and click on California Heading 2.
| | 02:06 | Now all we need to do is click on Delete.
D you wish to delete? Say Yes to All.
| | 02:12 | Now let's close the Organizer.
| | 02:14 | Deleting style sets is a completely
different animal. You may remember that
| | 02:20 | style sets are saved as individual
templates. Because of this, you must delete or
| | 02:25 | move the template from the
location Word uses to store the templates.
| | 02:29 | The template folder is where Word looks
to be able to show available styles set.
| | 02:34 | In other words, Word comes prepackaged
with eleven style sets and comes with a
| | 02:39 | folder that stores these templates.
| | 02:42 | Therefore any templates residing in
this folder will show us a style set.
| | 02:47 | Different versions of Windows stores
these style sets in different places. To
| | 02:52 | find out where your templates live,
click on Change Styles > Style Set and got to
| | 02:59 | Save as Quick Style Set.
| | 03:02 | The folder that opens is the
folder where your style sets reside.
| | 03:07 | If you right-click on any unneeded
style sets from this area--let's say the
| | 03:12 | Explore Cali that we created earlier--
you can choose Delete from the right-click
| | 03:17 | menu. It'll ask, "Are you sure you want
to move this file to the Recycle Bin?"
| | 03:21 | and you can choose Yes or No.
| | 03:24 | I'm just going to say No here.
| | 03:26 | You can also browse to this location
using the My Computer icon from your desktop.
| | 03:31 | If you're not sure if you'll need
these styles sets at later time, you can
| | 03:36 | create a folder for old style sets and move
the styles from this location to the new folder.
| | 03:42 | They will no longer be visible when
selecting your quick style sets, but they
| | 03:46 | will still be available if you ever
need to use them again. Just move the
| | 03:50 | template back over to this folder.
You can delete not only unneeded and
| | 03:54 | unnecessary styles, but you may
also delete styles sets as well.
| | 03:59 | A little housekeeping now and then
will help you keep your work organized and
| | 04:03 | will keep your lists uncluttered,
making it easier to find the exact style or
| | 04:07 | styles set that you need.
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| Renaming styles| 00:00 | You may decide that you want to rename
your styles to something different, change
| | 00:04 | the alias name, or you might even give
your own alias names to built-in styles.
| | 00:09 | Let's see each of these in action.
| | 00:11 | Begin by opening up the Styles window.
Scroll up and notice the style that's
| | 00:18 | named California Fact File Bodyr.FB.
I've obviously made a mistake here, so I
| | 00:25 | want to fix that typo. And it's easy to do.
| | 00:28 | All I need to do is click on the down
arrow, click on Modify, and change the name,
| | 00:35 | and then click on OK.
| | 00:37 | It's just as simple to rename an alias.
Let's say you named your alias something
| | 00:42 | that you just can't remember, or
you decide it just doesn't make sense.
| | 00:46 | No matter your reason, Words makes it
easy to rename your alias. Let's modify
| | 00:51 | California Graphic, Graphic.
It's too long, it won't save time,
| | 00:56 | the naming convention doesn't match, so
let's rename into California Graphic CG.
| | 01:01 | I'm going to click on the down arrow,
go to Modify, and change the alias name
| | 01:08 | to CG. Click on OK and we're all done. You can
also give alias name to Word's pre-built styles--
| | 01:16 | for example, Heading 1. I'll do that by
going to that Apply Styles box. So I'll
| | 01:22 | press Ctrl+Shift+S on my keyboard and
I'll find our Heading 1 in our list here.
| | 01:32 | When I click on it, I can go up to the
Style Name box and my alias of comma H1.
| | 01:39 | Remember there is no space in alias names.
| | 01:43 | Now press Enter and we've renamed our
style and given it an alias name. You can
| | 01:49 | also use a classic Styles box to change
names. I added the classic Styles box in
| | 01:55 | a previous movie. I can click on the
down arrow, find the style that I want to
| | 02:00 | change--which is California Heading 1--
click on it once, and then go back up to
| | 02:06 | the box here and add my alias. I'll put
in comma CA1. And when you press Enter,
| | 02:14 | you've renamed your style.
| | 02:16 | One other way that you can do this is by
using the Organizer to rename your styles.
| | 02:21 | From the Styles pane, go down to Manage
Styles, click on Import/Export button, and
| | 02:28 | then select your style from here.
We want to add an alias to our California
| | 02:32 | Heading 2, so click once and then click
on Rename, add your comma and your alias.
| | 02:41 | I'll just type in CA2 for my alias,
click on OK, Close, and we're done. Keep in
| | 02:48 | mind that naming conventions for
your styles in your document are very
| | 02:51 | important. They can make your work and
those working on your documents even
| | 02:55 | faster by using identifiable style name,
so you can quickly know which style to
| | 03:01 | apply in your documents.
| | 03:03 | Renaming styles is as easy as modifying
a style. You can also use the Organizer
| | 03:08 | to rename styles. Adding your own
aliases to word's pre-built styles can be yet
| | 03:14 | another timesaver that using styles affords.
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|
|
9. Helpful Style Tools and UtilitiesNavigating using styles| 00:00 | As we've seen, there are so many
positive aspects that utilizing styles brings
| | 00:06 | to the table--and there is yet another.
| | 00:08 | You can use styles to navigate with
these through your document using the
| | 00:12 | Navigation pane and the Outline view.
| | 00:15 | Let's take a look at the Navigation pane first.
| | 00:18 | Go to View > Draft.
| | 00:21 | Take a look at the styles that
are in use in the Style area.
| | 00:26 | You can see here that Heading 1,
Heading 2, Heading 3, and even Heading 4 has
| | 00:32 | been applied, but the
entire document has been styled.
| | 00:36 | If you don't see the Style area, I showed
how to turn this on in a previous movie.
| | 00:42 | Now styles must be in place in
order to use the Navigation feature.
| | 00:47 | Let's check the check box next to
Navigation pane, underneath Show, in the Ribbon.
| | 00:53 | We found that we have editing changes
underneath the ARTICLE II section 2.1, (a), (i).
| | 01:00 | In order to find that in the Navigation
pane, you simply go down, find ARTICLE 2,
| | 01:05 | 2.1 (a), and you'll see an
arrow that's pointing to the right.
| | 01:11 | If you click on the arrow, that will
expand that section and you'll see (i).
| | 01:17 | When you click on (i), it will take
you to that section, and we can make our
| | 01:22 | editing changes here.
| | 01:24 | Let's say we need to find an instance of the
word mediation that pertains to a certain topic.
| | 01:30 | Just type in the word "Mediation" up
here underneath of the Navigation pane, and
| | 01:36 | it immediately highlights all of the
instances within our document in the Navigation pane.
| | 01:42 | Hold your mouse over each
highlighted section to see a snippet of partial
| | 01:46 | text from that section.
| | 01:50 | Click on the Mediation and Arbitration heading.
| | 01:53 | Now notice that all instances in your
document have been highlighted for you.
| | 01:58 | You can also use the Navigation pane to
rearrange your document quickly and easily.
| | 02:04 | Let's say you want to move ARTICLE IV and
all the subsequent sublevels above ARTICLE III.
| | 02:10 | All you need to do is click and
drag ARTICLE IV above ARTICLE III, and
| | 02:16 | that's it--you're done.
| | 02:17 | The beauty of this is if you used
automatic numbering throughout your document,
| | 02:23 | your numbering changes automatically as well.
| | 02:26 | You can even right-click on the
Navigation pane at the top underneath of Show
| | 02:31 | and choose Add to Quick Access Toolbar,
and now it's available for your use right
| | 02:37 | here at the top, underneath
of the Quick Access tools.
| | 02:41 | Using the Navigation pane makes getting
around your document quick and easy and
| | 02:45 | is often overlooked, even
by veteran Word warriors.
| | 02:49 | The Navigation pane works best when
you used in a document that has been well
| | 02:53 | formatted with built-in or defined
heading styles, or documents that you styles
| | 02:58 | with outline-level paragraph formatting.
| | 03:01 | Let's go ahead and close the Navigation
pane, and you can close it by clicking on
| | 03:05 | the plus sign up here at the top or
click on the Close button located at the top
| | 03:10 | of the Navigation pane.
| | 03:11 | Next let's take a look at the Outline view.
| | 03:15 | Click on OUTLINE and you'll get an
Outline toolbar at the top here. And if you
| | 03:21 | scroll around your document, you'll see
that you are definitely in Outline view.
| | 03:26 | The Outline view is the only other view
that you can view the Style area other
| | 03:32 | than the Draft, which we were just done.
| | 03:34 | Let's say that we only want
to show one level, Level 1.
| | 03:39 | Go up here underneath of Show Level
where it says All Levels, click on the down
| | 03:42 | arrow, and select Level 1.
| | 03:45 | If I only want to see the first two
Levels, I can click on the down arrow, click
| | 03:49 | on Level 2, and there it is; the first
three levels click on the down arrow Level
| | 03:55 | 3; and remember we actually had four
levels in this particular document, so I can
| | 04:00 | click on the down arrow and see all four levels.
| | 04:03 | Click on ARTICLE II.
| | 04:05 | Now click on the Plus sign. This says
Expand. And you'll see that nothing is
| | 04:10 | really happening, because this is
already expanded. But if I click on the minus sign for
| | 04:15 | collapse, it collapses the entire level.
| | 04:18 | If I click on the plus sign again
for expand, it expands that level.
| | 04:23 | Go up to ARTICLE I and select the (a)
and (b) sections, and you can promote and
| | 04:30 | demote these levels by clicking on
these green arrows. Promote going to the
| | 04:36 | left will make this 1.3.
| | 04:39 | If I click again, it makes it
ARTICLE levels--so level ones.
| | 04:43 | If I click on the right arrow, I'll
demote it to a LEVEL II; if I click again
| | 04:49 | it demotes to a LEVEL III;
click once more and it's a LEVEL IV.
| | 04:54 | I can also click and drag
to move to a different place.
| | 04:58 | So if I want to move this down
underneath of ARTICLE II, for example, I've got
| | 05:03 | this selected already--two different
paragraphs--and I am going to click and
| | 05:06 | drag, and move it down underneath of
ARTICLE II. And now I can promote the levels
| | 05:12 | or demote the levels as needed.
| | 05:14 | When you apply styles to your
document, you'll get all kinds of fringe
| | 05:18 | benefits, including navigation tools
that make working in your document even
| | 05:22 | faster. By utilizing the power or styles,
| | 05:25 | you can even use a Navigation pane and
the Outline view to move, modify, promote,
| | 05:32 | and demote heading levels.
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| Using and assigning style keyboard shortcuts| 00:00 | Styles are fast and easy to use, given
all the tools available, such as the Styles
| | 00:05 | pane, classic Word 2003 Style box,
aliases for quick application, and the Style
| | 00:12 | gallery, but there is yet another
even faster way of applying styles--most
| | 00:18 | especially if you're a keyboard person.
| | 00:21 | Many people that type all day feel
that taking their hand off the keyboard to
| | 00:25 | use the mouse slows them down.
| | 00:28 | Word comes with lots of prebuilt
keyboard shortcuts for your convenience.
| | 00:32 | Let's work with those first.
Then we'll create some of our own shortcuts.
| | 00:37 | You may remember, if you've been
following along, how you can promote and demote
| | 00:42 | heading styles using the Outline view.
| | 00:45 | Word allows you to apply, promote,
and demote heading styles using
| | 00:49 | keyboard shortcuts.
| | 00:51 | This document has the Intent Quote style
applied throughout the entire document.
| | 00:57 | If I go to View > Draft, you could see that.
| | 01:01 | Let's set the document back to the
Normal style by using the keyboard shortcut,
| | 01:07 | and then we can apply the correct styles.
| | 01:09 | Let's select the entire document.
Press Ctrl+A on your keyboard.
| | 01:14 | I always think of that as "Ctrl+All"
so I can better remember it.
| | 01:18 | So now it's selected.
| | 01:20 | We're going to use the keyboard
shortcut Ctrl+Shift+N, as in normal, and notice
| | 01:28 | that all of our styles are now
set back to the Normal style.
| | 01:31 | This keyboard shortcut can be extremely helpful.
| | 01:35 | Now, select Introduction. We'll use the
keyboard shortcut to apply our Heading 1 style.
| | 01:42 | Press Ctrl+Alt+1, not F1, but the number 1 on your
keyboard, and the Heading 1 style is applied.
| | 01:50 | Now select "Changes-In-Policy."
| | 01:53 | We'll apply Heading 2.
| | 01:55 | Press Ctrl+Alt+2 and Heading 2 is applied.
| | 02:01 | Scroll down until you see
Employment-Applications and select it.
| | 02:05 | We'll apply Heading 3 by using the
keyboard shortcut Ctrl+Alt+3. You can see
| | 02:13 | that committing these shortcuts to
memory can you save lots of time working on
| | 02:17 | your future documents.
| | 02:19 | Using prebuilt shortcuts is timesaving,
| | 02:22 | but think just how timesaving creating
keyboard shortcuts for your own styles can be.
| | 02:28 | So let's get started.
| | 02:29 | Go back to the Home Ribbon
and open up the Styles window.
| | 02:34 | We'll create a keyboard
shortcut for the HB Body Text style.
| | 02:39 | So find HB Body Text, click on
the down arrow, and select Modify.
| | 02:46 | At the bottom of the dialog box,
locate the Format button and click.
| | 02:51 | Select Shortcut key--
it's the second from the bottom.
| | 02:55 | It automatically places us in the
field box that says Press new shortcut key.
| | 03:01 | Since this is Body Text,
Ctrl+B would be a great shortcut.
| | 03:06 | So when I press Ctrl+B, it says
that's it's Currently assigned to: Bold.
| | 03:12 | If I didn't notice this or it was
currently assigned or something else
| | 03:16 | and pressed Assign,
| | 03:18 | it would write over that Ctrl+B for bold.
| | 03:21 | That wouldn't be a good idea. So be
careful about assigning keyboard shortcuts
| | 03:27 | over top of currently
assigned keyboard shortcuts.
| | 03:31 | Let's try Alt+B. Delete Ctrl+B and
press Alt+B. It says it's currently
| | 03:40 | unassigned, so I am safe to use it.
Also notice that it says Save changes in:
| | 03:46 | Normal, so that's the Normal template.
| | 03:49 | I can also choose to just save
this in this particular document.
| | 03:53 | I want it to be available in all my
documents, so I can choose the Normal
| | 03:57 | template. And then click Assign. It's
very important not to click close yet until
| | 04:02 | you press the Assign button.
| | 04:05 | Once you press Assign,
click on Close and click on OK.
| | 04:09 | Now if I select any of my text--and I'll
just select these three paragraphs here--
| | 04:16 | and I press Alt+B, Alt+B
applies my HB Body Text style.
| | 04:23 | What about to un-assign?
| | 04:24 | Well, I can go back to my style, HB
Body Text, click on the down arrow, go to
| | 04:31 | Modify > Format >Shortcut Key, click on
the Current key and then press Remove.
| | 04:40 | Click on Close and OK and now it's unassigned.
| | 04:43 | Using and assigning keyboard
shortcut to styles makes using styles even
| | 04:49 | faster and speedier.
| | 04:51 | Using keyboard shortcuts can be even
faster than assigning aliases to your
| | 04:56 | styles and using them in the Apply
Styles box or the classic 2003 Style box.
| | 05:02 | The reason it will be faster is with
shortcut keys you don't have to move your
| | 05:06 | cursor into one of those dialog
boxes prior to typing a shortcut.
| | 05:11 | Shortcuts are self-contained, so to
speak, and you can use them anywhere to
| | 05:16 | apply a style.
| | Collapse this transcript |
| Printing a list of styles and keyboard assignments| 00:00 | It may be a bit confusing knowing
what styles are in use, what keyboard
| | 00:04 | shortcuts that you've assigned,
and what formatting is applied to which style--
| | 00:09 | particularly when
someone else did the assigning.
| | 00:12 | A handy little tool is utilizing
Word's Document Properties option, listed
| | 00:17 | under Print Settings.
| | 00:19 | You can print out both the list of
your keyboard shortcuts assigned in the
| | 00:23 | document or a list of styles and the
formatting definition applied to those
| | 00:28 | styles. Here's how.
| | 00:29 | Go to File and then go to Print and
underneath the Settings, click on the down
| | 00:37 | arrow next to Print All Pages.
| | 00:40 | There's a section at the bottom here
called Document Properties. Select Styles
| | 00:46 | and then press Print and a list
of all of the styles, along with the
| | 00:50 | definitions, will be printed.
| | 00:53 | I've printed out an Adobe PDF document
so you can see what this will look like.
| | 00:58 | So as you can see, here is a list of
my styles, along with the definition
| | 01:03 | underneath of each one.
| | 01:04 | Printing out a list of key
assignments is very similar.
| | 01:08 | I'll go back to Word and underneath of
Print and Settings, click on the down
| | 01:13 | arrow next to Styles this time.
| | 01:16 | Go down underneath the Document Properties
once again, and you'll see Key Assignments--
| | 01:21 | List of customized shortcut keys. And if
you click on that and then press Print,
| | 01:27 | this will print out a list of
all customized keyboard shortcuts.
| | 01:31 | I save the printout to an Adobe PDF
format, so you may view the results.
| | 01:37 | Since global keyboard shortcuts are
saved in the Normal template, your shortcuts
| | 01:43 | will be different than mine. And if I
scroll down, you'll see all of my key
| | 01:47 | assignments. For example, Alt+1
applies the Ca Heading 1 style.
| | 01:52 | You can print out a list of your
keyboard shortcuts and style definitions for a
| | 01:57 | handy reference to keep at your desk.
Or let's say your whole company uses a
| | 02:02 | set of particular standard styles.
| | 02:05 | You could use this option to print
out a list of keyboard assignments and
| | 02:09 | standard styles to be given to all employees
and all new employees as they come onboard.
| | 02:15 | This will help keep everyone in the
company on the same page, so to speak, and
| | 02:19 | using the same styles will help keep
uniformity and consistency throughout
| | 02:24 | your documents.
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|
|
10. Setting Defaults and Managing Styles and Style OptionsSetting font, document, and template defaults in Word 2010| 00:00 | Starting in Word 2007 and
continuing in Word 2010, setting defaults for
| | 00:06 | documents and templates
became a different animal.
| | 00:08 | The reason is, beginning in Word 2007,
Microsoft introduced themes and also
| | 00:14 | uncovered the Document Defaults option.
| | 00:17 | The document defaults used to be
hard coded into the application, and we couldn't
| | 00:21 | modify or change them;
| | 00:23 | therefore, we resorted to changing the
Normal style--but that's all changed.
| | 00:28 | Now styles, document defaults,
and themes all work hand in hand.
| | 00:34 | Let's say we need to change the default font.
| | 00:37 | Start with a new document and
type in "=rand()" and press Enter.
| | 00:46 | Now open the Style pane.
| | 00:49 | All paragraphs are using the Normal style.
| | 00:51 | Look at our Font settings for Normal.
| | 00:54 | It says it's using the Font:
(Default) +Body (Calibri).
| | 00:58 | Be aware of the word Body next to the font name.
| | 01:02 | Look at the other Normal style settings.
| | 01:04 | It's got the Alignment: Left, the Spacing is
Multiple at 1.15 lines, After is 10 points.
| | 01:13 | It's got Line and Page Breaks of Widow/Orphan
control and Style is set to style Quick style.
| | 01:19 | Microsoft made the decision to use
Calibri as the default font, because a lot of
| | 01:24 | reading is now done on the
monitor as opposed to hard copy.
| | 01:28 | They said they chose Calibri because
of the fact that it's clean and it's
| | 01:32 | easier to read on your monitor.
| | 01:34 | The problem is that lot of people need to
use other fonts by default, such as Times New Roman.
| | 01:39 | The document defaults used to be
hardwired in versions of Word prior to
| | 01:43 | Word 2007, but now we can get to those
default settings and we can set our own defaults.
| | 01:49 | From the Style pane, go to Manage Styles.
| | 01:53 | Then click on the tab for Set Defaults.
| | 01:57 | Here is where you can see
that the font is set to +Body.
| | 02:00 | When I first saw this, I
thought, "So what is +Body?"
| | 02:05 | Well, let me show you.
| | 02:07 | Let's change it to Times New Roman.
| | 02:12 | Then click on OK and hover over Normal.
| | 02:17 | You'll see that the default font is
now set to Times New Roman. And you may
| | 02:21 | have noticed that most of the styles
in your Style window have changed to
| | 02:25 | Times New Roman as well.
| | 02:26 | That's because most styles
are based on the Normal style.
| | 02:31 | Go back to Manage styles. Underneath
of your Set Defaults, notice that we set
| | 02:37 | this for this document only.
| | 02:40 | Our other option is all new
documents based on this template, which will
| | 02:45 | save your default settings to all new
documents that are based on the Normal template.
| | 02:49 | So you do have that option as well,
for all of your documents going forward.
| | 02:54 | Go ahead and cancel here and select
the first paragraph and apply Heading 1.
| | 03:01 | Hold your mouse over
Heading 1 from the Style window.
| | 03:04 | You'll see that the default font is
set to +Headings, and it's set to Cambria,
| | 03:10 | although at the very bottom of this
dialog box, you'll see that it's based
| | 03:15 | on the Normal style.
| | 03:16 | Although this style is based on the
Normal style, the font isn't Times New Roman.
| | 03:22 | This is because Word has two
different default fonts set up: one for Body
| | 03:27 | styles and the other for Heading styles--the
Calibri font for body and Cambria for headings.
| | 03:35 | This is where font themes come in.
| | 03:37 | Font themes were introduced in Word 2007.
| | 03:41 | Let's change the document default back to +Body.
| | 03:45 | So go down to Manage styles, go to the
very top of this Font screen, and click on
| | 03:52 | +Body, and then click on OK.
| | 03:55 | +Body is a variable based
on the font theme default.
| | 03:59 | Let's change the font theme to Office Classic.
| | 04:03 | Go to Page Layout and underneath the Themes,
go to Fonts, and we'll choose Office Classic.
| | 04:10 | The fonts will be set to
Arial and Times New Roman.
| | 04:15 | Times New Roman will be the
body and Arial for the headings.
| | 04:20 | Now, if I hover over the Normal style,
you'll see that the font is set to +Body
| | 04:25 | (Times New Roman). And if we go down to
Manage styles, your Set Defaults are set
| | 04:32 | to +Body, and it's Times New Roman,
and +Headings are going to be Arial.
| | 04:38 | The Normal style is based on document
defaults, and the document defaults are
| | 04:44 | based on font themes.
| | 04:45 | Go ahead and do a cancel here.
| | 04:48 | What if you want to change both the
heading and the body to Times New Roman?
| | 04:53 | You can go to Change styles from the
Home Ribbon > Change styles, go down to Fonts,
| | 05:01 | and select Create New Theme Fonts.
| | 05:05 | Change the Heading font to Times New
Roman and then change the Body font to
| | 05:12 | Times New Roman, which it already is.
| | 05:15 | And then click on Name, delete the name out of
here, and just give it a name that you'd like.
| | 05:21 | Let's call it Times New Roman and click on Save.
| | 05:29 | This even affects our style sets.
| | 05:32 | If I go up to Change Styles and I
go up to Style Sets, each one of these are
| | 05:37 | designed to use the default font settings.
| | 05:41 | So now those are Times New Roman, each
of these will be using Times New Roman.
| | 05:46 | You can even set a
particular font theme as a default.
| | 05:51 | Once you select the theme you want to use,
you can then choose Change Styles and
| | 05:56 | then down at the bottom
here you'll see Set as Default.
| | 06:00 | When you go to a new document and
you type, it will be in Times New Roman.
| | 06:04 | Let's change our Font Theme back
to the default, which is Office.
| | 06:08 | So go back up to Fonts, under
Change Styles, and we'll choose Office.
| | 06:13 | So what we've learned is that the Normal
style is based on document defaults, and
| | 06:18 | the document default font is based on
the default font theme. Each of these is
| | 06:24 | closely related, and they work hand in hand.
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| Setting sort order and styles to show| 00:00 | A cool feature that was introduced in
Word 2007 is the Style Options component.
| | 00:05 | Once you begin using styles to their
full capacity--which I hope you will after
| | 00:10 | learning just how powerful they are
and how much time they can save you--your
| | 00:13 | Style list may become rather large.
| | 00:17 | The Style Options feature makes it
easier to use your styles when they are
| | 00:21 | sorted the way that you work best,
and you can select which styles you want to
| | 00:26 | view, along with several other added
bonuses, which of course we'll explore.
| | 00:30 | Let's open up the Styles window.
| | 00:33 | Notice the styles and how they're sorted.
| | 00:35 | Open the Apply Style box by holding
down Ctrl+Shift+S on your keyboard.
| | 00:43 | Click on the down arrow, and also
notice how the styles are sorted here.
| | 00:48 | You may notice they're sorted exactly the
same way as they are in this Styles window.
| | 00:53 | At the bottom of the Style window,
on the far right side, you'll see an
| | 00:58 | option that says Options.
| | 01:00 | Click on it and it will open up
the Style Pane Options window.
| | 01:05 | The first option here is to Select
styles to show, and if you click on the down
| | 01:10 | arrow, you'll see that you have four
options: Recommended, In use, In current
| | 01:17 | document, and All styles.
| | 01:20 | Select In use. This will show us
the styles that are in use in this
| | 01:25 | particular document.
| | 01:27 | The next box says Select how list is sorted.
| | 01:30 | Click on the down arrow, and the choices
here are Alphabetical, As Recommended,
| | 01:36 | Font, Based on, and By type.
| | 01:40 | Let's choose Alphabetical and then click on OK.
| | 01:44 | Notice this change has been applied both to
the Styles window and to the Apply Styles box.
| | 01:51 | Go back to the Options at the bottom
of your Styles window. In the second box,
| | 01:57 | click on the down arrow,
and let's select By type.
| | 02:01 | Now our list will be sorted by
character, linked, and paragraph styles.
| | 02:06 | Click on OK and you can tell by the
icons over here, these are your character
| | 02:11 | styles that are denoted by a little a.
Then you've got the next characters here,
| | 02:17 | which has a paragraph mark and a
small a, which are your link styles.
| | 02:21 | And if you scroll down, you'll see an
icon that's depicted by the paragraph mark.
| | 02:26 | Those are all of your paragraph styles.
| | 02:28 | Go back to Options, and this time let's
select, instead of In use, let's say that
| | 02:34 | we want there is in the current
document, and we want them sorted alphabetically,
| | 02:40 | and then click on OK.
| | 02:42 | This not only shows the styles being
used in the document, but the styles
| | 02:46 | available for use in this particular document.
| | 02:49 | Now remember, documents are a container for
styles, and the styles follow the document.
| | 02:55 | Let's go to Options again and select,
in our top box, All styles, and we'll sort
| | 03:02 | them By type. And click on OK and now
we see a list, a very long list, of our
| | 03:10 | styles that are available in use in
the document and Word's built-in styles.
| | 03:15 | The Apply Style box--if you click on
the down arrow here and scroll down--not
| | 03:20 | only shows the character,
| | 03:23 | paragraph, and linked styles, but it also
includes the table styles and the list styles.
| | 03:30 | The table and list styles do not
show up underneath of the Styles window.
| | 03:35 | If I go back to Options, you can
see that you can even sort by Font.
| | 03:41 | Here is another option, As Recommended.
| | 03:44 | Well, who recommended them?
| | 03:46 | It may have been recommended by
Microsoft and come prepackaged as recommended.
| | 03:51 | It may have been your company, or
someone else that worked on this document
| | 03:54 | prior--to you or perhaps you're
the one that did the recommending.
| | 03:58 | Recommend is based on a numbering system.
| | 04:01 | For example, number one would hold a higher
priority over number two. The Recommend option is
| | 04:07 | located underneath of the Manage Styles option.
| | 04:10 | I'll show you more detail on the
Recommend feature in the next movie.
| | 04:14 | Another helpful feature in the Style
Option box is the Show next heading when
| | 04:19 | previous level is used option.
| | 04:21 | Go ahead and do a cancel here,
and let's open up a new blank document.
| | 04:26 | You can press Ctrl+N on your
keyboard. And let's open the Style window.
| | 04:31 | Now go down to Options, and we'll
select this Show next heading when
| | 04:35 | previous level is used.
| | 04:37 | Also make sure that the top option
here says In current document and sort as
| | 04:43 | Alphabetical and then click on OK.
| | 04:46 | Now type in "=rand(7)" and then press the Enter key.
| | 04:57 | Notice in your Style window that
Heading 1 is the only level that's showing out
| | 05:02 | of nine heading levels.
| | 05:04 | Scroll to the top of your document and
apply Heading 1 to the first paragraph.
| | 05:09 | Now you'll see that Heading 2 is showing.
| | 05:12 | Click in the second paragraph and click on
Heading 2. You'll see the Heading 3 is showing.
| | 05:17 | Click on Heading 3 and apply
Heading 3, and Heading 4 shows.
| | 05:22 | This will go all the way through nine levels.
| | 05:25 | This will keep your Style gallery and
Style window free and clear until you're
| | 05:31 | ready to use all of those other heading styles.
| | 05:34 | Let's go back to our exercise file.
| | 05:36 | Go back to the Options button, change
this to In use at the top, and in your
| | 05:42 | second dialog box select
Alphabetical, and then click on OK.
| | 05:46 | Notice that all of our aliases
are showing in this dialog box.
| | 05:52 | So for example, underneath of
Agree Title you've got ,AT as your alias
| | 05:57 | that's showing here.
| | 05:58 | Underneath of Body Text you have
a ,BT, and your alias of course is BT.
| | 06:02 | Now go to Options, and we're going to
select Hide built-in name when alternate
| | 06:09 | name exists and click on OK.
| | 06:11 | You can see that now, underneath of your
Styles window and in your Apply Style
| | 06:16 | box, that only the alias names are showing.
| | 06:20 | Let's open up the Options window one
more time. And these two buttons at the
| | 06:24 | bottom, you have the option to save
this only in this document or if you really
| | 06:29 | like the sort order that you have, you
can save it for all new documents that
| | 06:34 | you open from now on that are
based on the Normal template.
| | 06:37 | Sorting styles the way that you
went to see them makes working with
| | 06:40 | styles faster and easier.
| | 06:43 | The right way is to set
these options how you work best.
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| Editing, hiding, recommending, and restricting styles| 00:00 | Word 2010 comes with several valuable
tools, located under the Manage Styles
| | 00:04 | options on the Styles window.
| | 00:06 | From the Manage Styles box, you can do
such things as edit, delete, and create
| | 00:12 | new styles; you can disable direct
formatting and only allow certain styles to be used;
| | 00:17 | you can even disable theme switching
or changing to another Quick Style set;
| | 00:22 | and, as we've previously seen, you can
also access the Styles Organizer and change
| | 00:28 | your default settings.
| | 00:29 | Open the Styles window and view the
styles that are here and their order.
| | 00:35 | Now we will open up the Manage Styles box.
| | 00:38 | It's the third button on the
bottom here on the right.
| | 00:41 | There are four tabs: Edit,
Recommend, Restrict, and Set Defaults.
| | 00:48 | Let's begin with the
first tab that's called Edit.
| | 00:51 | The Sort order box up here at the top
may be a bit confusing--of course I say
| | 00:57 | that simply because it was to me.
| | 00:59 | I thought this sort order would change the
sort order of the Styles window, but it doesn't.
| | 01:04 | All it does is change the
sort order of this window.
| | 01:09 | If you've been following along, you will
remember the place to change sort order
| | 01:13 | of the Style window in Apply Style
box is by using the Style Options box.
| | 01:18 | This box only changes the
sort order of this view.
| | 01:22 | The Edit tab allows you to modify all
of your different styles, including your
| | 01:28 | list styles, your table styles, and the
three other styles that you can modify
| | 01:33 | from other places, which are your
paragraph, your character, and your link styles.
| | 01:39 | It also gives you a preview of the style,
| | 01:42 | it will allow you to create a new style,
and you can got down to Import/Export to
| | 01:48 | get to your Styles Organizer.
| | 01:50 | The Recommend tab allows you to
assign priority levels to your styles in
| | 01:54 | order of importance, or how often use
them, so that they will show up at the
| | 01:58 | top of your Styles list.
| | 02:01 | Values must range between one and a
hundred, with one being the most important.
| | 02:06 | Check the box that says Show
Recommended styles only. If you scroll up to the
| | 02:12 | top, you will see all of our California styles.
| | 02:15 | CA Body and CA Body Subtitle are
probably the most-used styles in our catalog,
| | 02:23 | since they appear more often on a page
than any of our other styles. For example,
| | 02:29 | they would be used more often than the
CA Heading 1 style, as it only appears
| | 02:33 | once on every page in our catalog.
| | 02:36 | Let's assign California body a value of 1.
| | 02:40 | So click on CA Body and then click
on the button that says Assign Value.
| | 02:45 | It's already set to 1 here,
so just click on OK.
| | 02:49 | Now select CA Body Subtitle.
| | 02:51 | We will give it a value of 2.
| | 02:53 | So click on Assign Value, change
the number to 2, and then click on OK.
| | 02:59 | Most of the other California styles
and used at least once in the page,
| | 03:02 | so let's let them all, and then
we will assign a value of 3.
| | 03:07 | So starting with CA Fact File Body,
click once, scroll down, hold down your
| | 03:14 | Shift key, and click on CA Tour Info title.
| | 03:19 | That will select all of our styles,
and we will click on Assign Value, assign it
| | 03:22 | a value of three, and then click on OK.
| | 03:27 | We never use the Normal because we've assign
styles to everything else in our catalog.
| | 03:32 | So let's find the Normal style and
we will assign it a value of 10.
| | 03:42 | So just type in the number 10 and click on OK.
| | 03:46 | Scroll back up and find CA Phone Number.
| | 03:50 | It doesn't appear on every page,
| | 03:52 | so let's click on it. Instead of
assigning a value, let's just say that we're
| | 03:56 | going to make it last.
| | 03:58 | So click on the Make Last button.
| | 04:00 | Now what we need to do is change the Sort order.
| | 04:03 | So click on OK to save our settings,
| | 04:07 | go to Options, and change these two boxes.
| | 04:11 | The first one needs to say, instead
of In current document, Recommended.
| | 04:15 | So select Recommended and in the
second box, under Select how list is sorted,
| | 04:21 | click on the down arrow and make sure
that that's set as Recommended as well.
| | 04:25 | And then click on OK.
| | 04:28 | Notice the change in our Styles window.
Our CA Body is showing up in the number one
| | 04:34 | position, and then CA Body Subtitle
is showing up here at the top as well.
| | 04:39 | But we have some built-in
styles that are getting in our way,
| | 04:42 | so let's get rid of those and hide them.
| | 04:45 | Go back to the Manage Styles button,
make sure you're still in the Recommend tab,
| | 04:50 | and then click on the
button that says Select Built-in.
| | 04:54 | If you scroll down, you will see that all
of the built-in styles are now selected.
| | 04:59 | What we want to do is hide them.
| | 05:01 | So with them selected, click on the Hide button.
| | 05:03 | It's down here at the bottom right.
| | 05:06 | In this screen, you can also click on
Move Up, Make Last, Move Down, and of course
| | 05:11 | we have seen that Assign Value.
| | 05:13 | You have options to Show, Hide
until used, and Hide, which we just did.
| | 05:18 | Click on OK, and now our styles
that we want to use are available and in the
| | 05:25 | priority that we use them.
| | 05:27 | Let's say we need to send our catalog out
to others so they may add additional pages.
| | 05:31 | We don't want anyone
directly formatting our document.
| | 05:35 | We need for them to use the
styles that have been set in place.
| | 05:38 | This is where the Restrict option
comes in. You can protect your documents by
| | 05:43 | allowing formatting to be done only by
using the styles you have in place. You
| | 05:48 | could even prohibit theme switching
or changing to a different style set.
| | 05:52 | Click on the Manage Styles
box and go to the Restrict tab.
| | 05:57 | The option down here to limit
formatting to permitted styles limits the use of
| | 06:01 | styles to only those that
are not marked as restricted;
| | 06:05 | those that are restricted are locked from use.
| | 06:08 | We only want people to use our California
styles we've created throughout our catalog,
| | 06:13 | so let's restrict everything else.
Click on Select Built-in, and again if you
| | 06:19 | scroll through here, you'll see that
all of the built-in styles have been
| | 06:22 | selected, and click on Restrict.
| | 06:26 | Now you see that a little lock has been applied.
| | 06:29 | When you want to unlock something,
of course you can click on the Permit again.
| | 06:33 | Let's check the boxes at the bottom to
limit formatting to permitted styles.
| | 06:38 | We are going to block theme or scheme
switching, and we are also going to block
| | 06:42 | Quick Style set switching. Make sure
you don't check Allow Autoformat to
| | 06:47 | override formatting. Click on OK.
| | 06:49 | The Start Enforcing
Protection dialog box comes up.
| | 06:55 | This allows you to enter a password to
password-protect the document from changes,
| | 07:00 | so only you or those you give the
password to can make changes to this document
| | 07:05 | and unlock the restrictions.
| | 07:06 | We will leave it blank for now. Click on OK.
| | 07:11 | Now when I go into the document and I
click in the first paragraph, notice that
| | 07:15 | I can't bold or italics or underline;
there's only a few things that I can do
| | 07:20 | here that are still available.
| | 07:22 | I could paste, I can do a sort,
but there are a very few other things that I
| | 07:28 | can do at this point.
| | 07:29 | So the only that thing I can do now is
apply the styles that are available to me.
| | 07:35 | The Manage Styles box will allow you
to edit, recommend, restrict, and change
| | 07:40 | your default settings, which I
covered in a previous movie.
| | 07:43 | Putting the power of these
settings to use in your documents or work
| | 07:46 | environment may save you or your
company an enormous amount of time.
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ConclusionGoodbye| 00:00 | I hope you found this course to be
useful, and that you'll find styles to be a
| | 00:04 | time-saving tool to add
to your Word 2010 toolbox.
| | 00:07 | Next, you may be going to check out the
other Word 2010 courses available in the
| | 00:11 | lynda.com Online Training
Library. And check back often;
| | 00:15 | new courses are being added all the time.
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