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Whether it’s a short story, a product catalog, a technical manual, or a business report, every document needs a compelling format. Although the content and the length may differ, long documents have similar formatting challenges. In Word 2007: Formatting Long Documents, David Rivers uses his 20 years of training expertise to demonstrate efficient methods of formatting entire documents and making changes to specific sections and pages. He covers the details of how to use field codes and building blocks to streamline the workflow, and shares best practices for producing printed documents with a professional look. Exercise files accompany the course.
Whether you have existing text that has no formatting, or if you are starting from scratch, writing your content, you can use existing styles and sets of styles available to you here in Word 2007. That's what we are going to explore in this movie. We have got our document that we cleared the formatting from in the previous movie. So if you have been following along with me, you are ready to go. If you need to get caught up, you have got the Exercise Files and you are jumping to this lesson, you can go to the Chapter 3 folder, open up HumbugStyle2, and you will see what I see here.
So we have got a document full of text, we have got 90 pages worth here with all of the formatting cleared out. We are using the defaults. If we go up to the Styles section of our Ribbon, you will notice that Normal is selected. No matter where we click in this document, the Normal formatting style is being used throughout. Now let's say we want to be able to format our titles as Headings, so that they will be used in the Table of Contents, or maybe we want to be able to use Outline View, and look at the different levels within our document. Again, headings will be very important. If we wanted to simply format the document, we could use titles and subtitles instead.
So let's check that out now by looking at the different sets of styles you have available to you here in Word 2007, and the styles that are built-in to those sets. I'm going to click up here at the very top of my document, and as I go to the Styles section of the Ribbon, again Normal is being used here. As I hover over these different options, I'll see formatting, if my cursor is in some existing text. So if I come down here where it says Humbugs of the World, for example, and now hover over Heading 1, I see what the would look like. There is Title and Subtitle, but I'm going to click this little dropdown here to look at all of the other options that are part of this default style set. I have got lots of different options for Quotes, there is, for example, Intense Emphasis or Subtle Reference. There is Intense Reference right next to it. Lots of different options part of the default set, how do I choose a different set? Well, in that case, I come up here to the Ribbon and click on the Change Styles dropdown. Right at the top you can see Style Set. There are a number to choose from. Now we can create our own, we will do this later on in the chapter.
You can create your own styles within sets as well. Even modify existing ones. We will get to that later. Right now, we are just applying. So for example, if I want to use a different set of styles, I can hover over these to see what they'll look like. For example, Elegant, you can see everything is indented and it's got a different font that's going to be used, a very different look and feel. Fancy uses a lot of italics. There is Formal. Manuscript might be a good one for a book like the one we are working on. Modern, Simple, I like that too, Traditional. We have got Word 2003 and Word 2007 sets as well.
I am going to come down here to Word 2007, since that's what we were using. When I click on it, it's now been applied to my entire document. This is the new set of styles I'm using. The Normal style that's being used throughout this document, you can see, uses a different font, a different size, the alignment is still left aligned. Now how about applying styles to selected text or here where it says the Humbugs of the World, this would be a perfect title. I'm going to click up here next to the word 'The.' You can see there is a space and then my flashing cursor, and hit my Delete key on the keyboard a couple of times, so that I get The Humbugs of the World all in one line. Now I want to select this. I can't select it by triple-clicking anywhere inside here. I can click-and-drag over it or just click once in the left margin. Or because I'm going to be applying a heading, I can just click anywhere in the text and the entire paragraph. This is considered a paragraph, because there is hard return at the end. It will be formatted in its entirety, when I choose something like a heading.
Watch what happens as I hover over Heading 1, I see that formatting in preview. So if I like it, I can just simply click on it. If I go over to Title, you can see that's totally different. Now the difference between using something like Title and Heading 1 is very important, if you plan on using a Table of Contents or using Outline View. This is not considered a different level in a Table of Contents or in an Outline View. When I select Title, it's strictly formatting. So if that's going to be important to you, you might want to consider using headings. Of course, I have got Heading 1 here, and we can create our own different levels as well, if we need to, like Heading 2, Heading 3 and so on.
So I'm going to use Heading 1. That's the style I want to apply to the very top level here. I'm going to click on it to apply it. Now it's selected, and when I move back into my document, the formatting remains behind. I'm going to come down here where it says An Account of Humbugs, Delusions, and so on, and I'm going to double-click in the left margin to select all of that. That would be perfect as a heading too. When I click this dropdown, you will notice I don't have any such thing. I have got Titles and Subtitles, and the formatting in Subtitle looks like it might be useful, but again, I'm going to be creating a Table of Contents, so I would rather headings which create those different levels.
So I'm going to select anything quite yet. Instead, I'm going to scroll through my document. You can see I have got lots of information here. There is a Publisher's Note. I'm going to go over in the left margin and just click there. That might be a good Heading 1 as well on the Table of Contents, and also, because of the formatting you can see it gets pushed down to the next page. When I click in my document, I see the formatting that goes with a Heading 1 style. Continuing to scroll down, let's go down to our Introduction, again, I can click anywhere in it, or if you would like to select, go to the left margin in one click. Let's go up to Heading 1. And you will continue throughout your document, finding the different headings that would be considered headings 1.
Maybe Contents, which should be a Table of Contents, could be considered heading 1. There we go. Down below you can see descriptions of each of the chapters. This is going to be replaced with the Table of Contents. Let's scroll down a little bit further now until we actually get to Chapter 1 here, which is on page 7. You can move to page 7, and we will format that as a heading as well. If you like, you can continue throughout the entire document going from chapter to chapter, selecting the heading 1 style.
Now I'm going to move back to the top of my document using the scroll bar here, and I'm going to click up at the top. I just want you to see the effect of setting up our document with the Heading 1 style, like we have so far. Let's go up to out View tab, selects the View Ribbon, and go over to Outline. Now here we are showing All Levels, but look what happens now when we go up here and say just show me Level 1. These are all of the headings that I selected and formatted as Heading 1. It has got plus signs next to them. So if I want to see everything below Chapter 1, double- clicking on the plus sign opens it up.
Now if hadn't selected Heading 1, I wouldn't be able to do that. How about Contents? This is everything under Contents. You can see it's expanded. There is Chapter 1 down below still collapsed. So our Outline View is very useful, if you have got your headings selected. Let's close our Outline View, and scroll back to the very top, and click in the Humbugs of the World. Now you want to save your changes if you are following along with me, because we will continue into the next movie where we can start creating our own styles, and applying them to our existing document.
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