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Applying Quick Styles and clearing formatting

From: Word 2010 Essential Training

Video: Applying Quick Styles and clearing formatting

When you create a document from scratch, you'll use Styles to format your headings, your titles, and your body text. If you're working on a document that was manually formatted using the commands in the Font and Paragraph groups, it might be easier to clear all the formatting and apply Quick Styles. Let's take a look at how you can format a document. We've already entered our text. We've already checked our spelling. We're fairly happy with this draft, and now it's time to apply some Styles. We could have done this as we created the document.

Applying Quick Styles and clearing formatting

When you create a document from scratch, you'll use Styles to format your headings, your titles, and your body text. If you're working on a document that was manually formatted using the commands in the Font and Paragraph groups, it might be easier to clear all the formatting and apply Quick Styles. Let's take a look at how you can format a document. We've already entered our text. We've already checked our spelling. We're fairly happy with this draft, and now it's time to apply some Styles. We could have done this as we created the document.

This is our document Title. You'll simply choose the text and choose the Title style. This is a higher level heading, a Heading 1. So we'll apply a Heading 1 style. This is our normal text, looks just fine. It's our body font. This is a Heading 2, and I don't have to do these individually. I can hold Ctrl and select multiple Heading 2s and format them all at the same time. And then here we have another Heading 1 at the bottom about a Probationary Period for New Employees.

So I've formatted this document using Heading 1s and Heading 2s, and I can change my Style Set if I wish, as we saw earlier, to a Style Set that I might prefer. Now let's look at a document where somebody has already gone in and applied some formatting. This document looks like it has Styles applied, but in this version of the document, formatting was applied using the Font and the Paragraph groups. You can tell by simply clicking on some texts that is formatted and notice that it's all normal, no matter where I click.

In other words from Word's point of view, this is all one set of body text that's been dressed up. That's been painted. I can take a look and notice that a color was used here and bold, but I'm looking to my Font and my Paragraph groups in order to see that, in other words, no Styles. So there're really two choices here, two approaches that we can take to decide how we want to update this document. If the person who formatted this document formatted consistently, for example, if we did it a few years ago or if whoever is doing it understands the use of Titles and Headings, then we can convert the formatting that's already here to Styles.

Let's take that approach first. First, this is a title, so let's make it a title, and then let's choose this text. And I'm going to right-click and go to Styles and say choose all the text that's similarly formatted. When I do, you'll notice that Word selects all of the red uppercase text in the document. Now some of these are Heading 2s and Heading 1s, but I'm simply going to format them all as Heading 2s to begin with. And then go back and choose the two Heading 1s, and format those separately.

That was relatively painless. That was pretty quick. There are some other text in this document that is bolded. For example, here employee, Exempt, and I can look at this for a moment and try to determine what it was that the author had in mind. It's a little bit of mind-reading, but it looks like these terms might be bolded for a reason. So I'm going to select some of this text and say show me all the text that's similarly formatted. And you'll notice, once again, that Word identifies all the bold text in the document.

Now the Bold was applied here. That means that that Bold style will be used no matter how I change Style sets. But there is a corresponding style to Bold that's called Strong. It doesn't look like a big change, but it is, because now I can format this document using a Style rather than simply having clicked on Bold in the Font group. There's a corresponding Strong style in every single Style Set. So if I switch Style Sets now, notice here that it's bold and red text, my strong text here simply bold and here simply bold.

So now I've reformatted this document that had all manual formatting to begin with. If it's not as clear why the author chose a particular formatting, it might be easier simply to remove all of the formatting in the document. Let's take a look at this document from the beginning yet again. So here's this document. Perhaps when we opened the document, it was not necessarily clear how the formatting had been used. It might be, for example, but some of these were red and some of these were green, that you couldn't necessarily tell what was been indicated by the formatting in the document.

To quickly remove all of the formatting in your document so that you can start again, select the document, click Styles and choose Clear Formatting. This will remove all the formatting in the document, returning it to its original draft state. And then we can proceed to format as we did originally by simply determining what were heading ones, what were heading twos, and applying our formats as we go through. Once you know the advantage of styles over Font and Paragraph formatting, it makes sense to format, or even reformat, all of the documents you create or edit using Styles, making formatting and future use easier for you and for your colleagues who work on the document.

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This video is part of

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Word 2010 Essential Training

89 video lessons · 56132 viewers

Gini Courter
Author

 
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  1. 5m 39s
    1. Welcome
      1m 8s
    2. Using the exercise files
      1m 34s
    3. Creating placeholder text
      2m 57s
  2. 33m 47s
    1. Using the Word interface
      8m 56s
    2. Understanding the Ribbon
      8m 10s
    3. Customizing the Quick Access toolbar
      3m 10s
    4. Using Word's document tools
      8m 5s
    5. Using the Navigation pane to find words or phrases in a document
      5m 26s
  3. 30m 53s
    1. Managing documents with Backstage view
      4m 42s
    2. Creating a new document from a template
      5m 11s
    3. Making it easy to find and open documents
      3m 59s
    4. Saving a Word document for yourself or others
      7m 1s
    5. Printing a document and choosing a printer
      3m 33s
    6. Setting print options
      6m 27s
  4. 24m 24s
    1. Selecting text using the mouse and keyboard shortcuts
      4m 57s
    2. Rearranging text using Cut, Copy, and Paste
      7m 38s
    3. Undoing and redoing actions
      4m 8s
    4. Finding and replacing text
      7m 41s
  5. 27m 40s
    1. Understanding fonts
      6m 32s
    2. Working with fonts
      5m 29s
    3. Applying basic formatting
      6m 25s
    4. Changing the case of text
      4m 22s
    5. Using text effects and adding impact to a document
      4m 52s
  6. 29m 44s
    1. Aligning and justifying paragraphs
      2m 55s
    2. Changing line spacing
      5m 2s
    3. Using indents and setting tabs
      7m 20s
    4. Creating a bulleted or numbered list
      6m 11s
    5. Keeping text together through page breaks
      4m 2s
    6. Applying shading and borders to paragraphs
      4m 14s
  7. 50m 10s
    1. Power formatting with styles
      7m 34s
    2. Changing a document's theme
      6m 59s
    3. Changing style sets, color sets, fonts, and paragraph spacing
      3m 31s
    4. Applying Quick Styles and clearing formatting
      5m 18s
    5. Creating a Quick Style set
      6m 24s
    6. Using the Navigation pane with styles
      3m 1s
    7. Easily creating a table of contents
      5m 32s
    8. Restricting formatting to a selection of styles
      4m 58s
    9. Creating a multilevel list using styles
      6m 53s
  8. 48m 1s
    1. Creating a table to organize text
      6m 11s
    2. Converting text to tables
      3m 36s
    3. Formatting tables for readability
      4m 8s
    4. Adding and removing columns
      5m 36s
    5. Sorting table data
      5m 19s
    6. Merging, splitting, and formatting cells to create a form
      8m 53s
    7. Converting a table to text
      2m 41s
    8. Inserting an Excel table for calculations and charts
      7m 18s
    9. Using Quick Tables
      4m 19s
  9. 1h 7m
    1. Illustrating documents with pictures, shapes, and clip art
      8m 43s
    2. Positioning, sizing, and cropping graphics
      6m 11s
    3. Wrapping text around graphics
      4m 54s
    4. Laying out text and graphics with a table
      6m 50s
    5. Adjusting brightness, contrast, and sharpness of photos
      4m 30s
    6. Applying special effects to graphics
      5m 4s
    7. Applying styles to graphics
      5m 40s
    8. Illustrating with charts: Inserting a chart from Excel
      8m 26s
    9. Illustrating with diagrams: Using SmartArt
      10m 22s
    10. Illustrating with screenshots: Capturing screenshots from your computer
      3m 17s
    11. Illustrating with WordArt
      3m 35s
  10. 34m 10s
    1. Understanding building blocks
      3m 41s
    2. Numbering pages and applying headers and footers
      6m 56s
    3. Adding cover pages and blank pages
      3m 50s
    4. Using text boxes for document design
      8m 16s
    5. Creating and saving custom headers and footers
      6m 21s
    6. Creating and saving Quick Parts
      5m 6s
  11. 23m 40s
    1. Setting page margins, page orientation, and paper size
      6m 30s
    2. Inserting sections to organize a document
      5m 17s
    3. Using columns
      5m 23s
    4. Using watermarks, page borders, and colors
      6m 30s
  12. 20m 15s
    1. Checking spelling and grammar
      5m 6s
    2. Setting proofing and AutoCorrect options
      7m 21s
    3. Using the Thesaurus and Research and Translation tools
      7m 48s
  13. 21m 3s
    1. Tracking changes and showing markup
      5m 29s
    2. Accepting and rejecting changes
      4m 35s
    3. Comparing and combining documents
      6m 42s
    4. Coauthoring documents with SharePoint
      4m 17s
  14. 40m 56s
    1. Trouble-free document sharing
      5m 38s
    2. Emailing a document
      4m 4s
    3. Saving a document to a Windows Live drive
      4m 8s
    4. Saving to SharePoint and sharing a document link
      3m 59s
    5. Using Word on the web
      3m 4s
    6. Blogging with a document
      4m 27s
    7. Finalizing and password-protecting a document
      3m 38s
    8. Restricting editing for all or part of a document
      6m 3s
    9. Digitally signing a document
      5m 55s
  15. 25m 18s
    1. Changing Word options
      5m 42s
    2. Customizing the Ribbon
      7m 22s
    3. Creating and playing a macro
      8m 8s
    4. Assigning a macro to the Ribbon
      4m 6s
  16. 31s
    1. Goodbye
      31s

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