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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.
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.
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