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Word 2007: Styles in Depth
Illustration by Neil Webb

Basing one style upon another


From:

Word 2007: Styles in Depth

with Mariann Siegert

Video: Basing one style upon another

When you create new styles, Word automatically fills in the based upon field, which is right here, with whichever style was in use when you accessed this dialog box. This may or may not be what you intended, as this is a very important box when you're building your styles. When a style is based upon another, the style you are creating uses all the formatting attributes of the style it's being based upon. Let's take a look at how this can be either helpful or a nightmare, if you are not aware of exactly how this feature works.
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  1. 2m 27s
    1. Welcome
      1m 35s
    2. Using the exercise files
      52s
  2. 22m 26s
    1. Why use styles?
      4m 25s
    2. Creating your first style
      4m 3s
    3. Displaying styles in use with the Style area
      3m 59s
    4. Viewing formatting applied to a style
      4m 24s
    5. Overview of the five types of styles
      5m 35s
  3. 28m 27s
    1. Using the Styles pane to apply styles
      5m 9s
    2. Applying styles using the Apply Styles box and alias names
      3m 54s
    3. Using the classic 2003 Style box
      4m 58s
    4. Replacing one style with another using Find and Replace
      3m 22s
    5. Using table styles to add professional design
      2m 58s
    6. Formatting numbered and bulleted lists using styles
      8m 6s
  4. 34m 3s
    1. Naming conventions and aliases for styles
      2m 53s
    2. Creating a paragraph style by example
      7m 21s
    3. Creating character styles
      6m 12s
    4. Creating a new style by definition
      5m 56s
    5. Basing one style upon another
      6m 13s
    6. Making custom table styles
      5m 28s
  5. 18m 33s
    1. Updating a style to match selected text
      3m 49s
    2. Modify styles using the Style Inspector
      7m 0s
    3. Automatically modifying styles
      3m 41s
    4. Modifying table styles
      4m 3s
  6. 12m 56s
    1. Applying styles with a click
      4m 29s
    2. Saving a selection as a new Quick Style
      2m 55s
    3. Adding and removing styles in the Quick Styles Gallery
      5m 32s
  7. 16m 50s
    1. Formatting an entire document with one click
      3m 17s
    2. What makes Quick Style sets work?
      6m 25s
    3. Saving custom styles in a new Quick Style set
      7m 8s
  8. 15m 15s
    1. Applying styles to build a table of contents
      7m 8s
    2. Generating a table of contents from applied styles
      5m 0s
    3. Modifying built-in table of content styles
      3m 7s
  9. 7m 26s
    1. Defining and using a new list style
      7m 26s
  10. 15m 10s
    1. Copying styles between documents and templates
      6m 56s
    2. Deleting unneeded styles and Quick Style sets
      4m 39s
    3. Renaming styles
      3m 35s
  11. 13m 46s
    1. Navigating using styles
      5m 4s
    2. Using and assigning style keyboard shortcuts
      5m 49s
    3. Printing a list of styles and keyboard assignments
      2m 53s
  12. 17m 26s
    1. Setting font, document, and template defaults in Word 2007
      6m 26s
    2. Setting sort order and styles to show
      6m 22s
    3. Editing, hiding, recommending, and restricting styles
      4m 38s
  13. 13s
    1. Goodbye
      13s

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Word 2007: Styles in Depth
3h 24m Intermediate Jul 21, 2010

Viewers: in countries Watching now:

In Word 2007: Styles in Depth, author Mariann Siegert shows how to take advantage of Word styles to make professional documents. The course starts off with a demonstration of the benefits of using styles and then shows how to apply, create, and modify styles to suit individual needs. More advanced topics include creating a table of contents from styles, using Quick Styles and style sets, sorting and hiding styles, restricting styles in protected documents, using keyboard shortcuts for styles, and much more. Exercise files are included with the course.

Topics include:
  • Understanding the five types of Word styles
  • Using the Style pane
  • Swapping styles with Find and Replace
  • Formatting bulleted and numbered lists with styles
  • Basing a new style on an existing one
  • Modifying styles with the Style Inspector
  • Building a table of contents with styles
  • Linking styles with multilevel lists
  • Copying, deleting, and renaming styles
  • Setting document and style defaults
Subjects:
Business Word Processing
Software:
Word
Author:
Mariann Siegert

Basing one style upon another

When you create new styles, Word automatically fills in the based upon field, which is right here, with whichever style was in use when you accessed this dialog box. This may or may not be what you intended, as this is a very important box when you're building your styles. When a style is based upon another, the style you are creating uses all the formatting attributes of the style it's being based upon. Let's take a look at how this can be either helpful or a nightmare, if you are not aware of exactly how this feature works.

Begin by opening up a blank document. And then type in =rand, which stands for random, an open parenthesis and a close parenthesis. And then just press Enter. There are no spaces. And this is going to give us three random paragraphs of text. Now what we're going to do is go to the Draft view, which is underneath the View and Draft. In earlier movies, we turned on this little Style area over here on this side.

What we're going to do is here you see that this is Normal all the way down, and we're going to apply a Heading 1 style to this very first paragraph. Click anywhere in this paragraph and come over to your Style pane and click on Heading 1. If you don't have the Style pane open, do an Alt+Ctrl+Shift+S as your keyboard shortcut. Since we're in this view, you won't be able to see the Extend key that's located off of the Home tab. So again, it's really important to remember that keystroke.

And we're going to apply the Heading 1 style. So just click on Heading 1. And there it is. And you'll see over here in your Style area that it says Heading 1. The rest are Normal styles. We're going to go to the Create New Style button, and when you do, you'll see that the style based on here, when we go to Create a New Style, is Heading 1 because that's where we were, and we were in that paragraph when we clicked on the New Style button. Now go ahead and do a cancel and click anywhere in the second paragraph.

The Normal style is in use, and we're going to go to New Style button, and you'll see that this style is based on the Normal style. Now go ahead and do a cancel here, and we're going to the very top, right in front of the word "on," and press the Enter key, and you could just use your arrow up to get up to the top. Now since we've pressed the Enter key, you'll see that Heading 1 is in use here and type in the word "Title." So Heading 1 is automatically applied here. We're going to create a title test style that's based upon this Heading 1.

So let's go ahead and go back to the Home tab. And we're going to press the Center button, because we do want it centered. And we're going to make it bold, which it is, because that's coming from the Heading 1. We also want it to be italics, and we want it to be underlined. Now we're going to create our style. So do Ctrl+Shift+S as a keyboard shortcut, and in the Apply Styles box, we're going to type in "Title Test" and press Enter.

And we have a new style. Now what we're going to do is we're going to modify Heading 1. So go down to Heading 1 in your Styles pane. Find the down arrow and click and choose Modify. And we're going to make this italics and underlined, as well. And then click on OK. Now notice your title no longer has italics applied to it. That could be a problem because we'd created a style that had italics as part of its definition. Now notice how Heading 1 settings changes this.

What we're going to do now is we'll go back down to Title Test. And we'll go to Modify. And we'll put italics on it again and click on OK. Now let's go to Heading 1, and we'll modify again, and we'll say that we don't want it to be bold. So take the bold off and then click on OK. As you could see, you're not always getting the results that you might expect. We'll go back one more time to our Test Title.

We'll go to Modify. And we'll have to add bold again and then click on OK. So this could get a little bit tedious of trying to change your styles and it changing it back when you change something else. You might not even notice that it's changed. What's happening here is two bolds don't make it right. Since bold has a toggle on/off, the second bold canceled out the first bold. The same with the italics attribute. So why would you have a consider using the based on style? Most people like to base their styles on the Normal Paragraph style.

So when changes to the Normal occur, most of the time you want the rest of your styles to change, as well. If you go down to the Normal style and you find it in this list over here in your Style pane, and you click on the down arrow and you go to Modify, you'll see that the style has based on no style. No style is a style in and of itself, believe it or not. So the no style is based upon document defaults, which is a very important topic. We'll be covering that later, though.

You too can base your styles upon no style, which will grab its settings from your document default settings. Go ahead and do a cancel here, and if you hold your mouse over any of these other styles, you'll see the based on style. For example, Strong here is based on Default Paragraph Font. If I go up to Intense Emphasis, it's the same thing. If we go up to, let's say Heading 2, you'll see that has a Based on Normal. Basing one style upon another could be exactly what you want or maybe not at all what you intended.

Being aware of what this box can do to your new style is important. Keep in mind that most of the time, you want your based upon style to either be no style or the Normal style, which in turn are both - straight out that the box, that is - based upon document defaults.

Find answers to the most frequently asked questions about Word 2007: Styles in Depth.


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Q: How do I make Word revert to the original document styles, the ones that it came with?
A: To restore the original styles in Word 2007, open your new document, choose the Styles group on the Home tab, and choose Change Style > Style Set. Select Word 2007.
 
To set Word 2007 as the default style set for all documents going forward, go back to the Styles group, choose Change Styles, and then click Set as Default.
 
To delete any additional styles you may have added, open the Styles pane (Ctrl+Shift+Alt+S), click the arrow to the right of the style name in the list, and choose Delete from the menu that appears.  Note you cannot delete the styles that ship with Word. (The Delete option will be grayed out for these.)

 
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