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Learn how to use Word styles to help save time in creating consistent and well-designed documents. Author Mariann Siegert demonstrates how to create, apply, and modify styles, as well as how to format documents with styles. The course also covers generating tables of contents, building Quick Styles and style sets, and restricting styles in protected documents.
Each time you create a style your style is automatically based upon another. We saw in the last movie how all of the Table styles are based upon the Table Normal style. It's important to understand and be aware of exactly how this works, as this is a very important box when you're building your styles. When a style is based upon another, the style you're creating uses all of the formatting attributes to the style that's being based upon. Let's take a look at how this can be either helpful or a nightmare--if you're not sure exactly how this feature works.
I'll begin by opening up the Style window. Notice how Heading 1 is applied to our first paragraph. I need to create a title for this document. I'll just press the Enter key on my keyboard and then move up. If I switch to the Draft view, by going to View and then Draft, I can see that Word automatically applied the Heading style to my new paragraph. I'll switch back to Print Layout and then type in the word Title. As you can see, Heading 1 is automatically applied.
Now I need to create a new style for my title. I'll select the word Title and then click on the New Style button. Now I've style based on is Heading 1, and the style definition matches our formatting attributes for the Heading style 1. I'll name this style Main Title. I'm also going to add italics and underline to this style. I also want to make it centered, and then I'll click on OK.
Now what I want to do is modify my Heading 1 style to not be bold, so I'll select it, I'll press bold again--which takes it off since it's a toggle switch-- and then I'm going to modify my style. I'll go to back to the Home Ribbon and then right-click on Heading 1 and select Update Heading 1 to Match Selection. Notice how the Heading 1 changes the settings to the Main Title style as well. The Title style is no longer bold, although we wanted it to be bold.
Now I'll add italics and underline to my Heading style. I'll press Ctrl+I and Ctrl+U, and then I'll update that style. I'll do a right-click on Heading 1 and choose Update Heading 1 to Match Selection. Now italics and bold are no longer a part of the Title style, although underline is. Now I want to add bold back my title, sow I'll select my title, I'll add bold, and then update my style. I'll right-click on Main Title and choose Update Main Title to Match Selection.
Now I'll do the same thing with the Heading style: I'll select it, add bold, and then update this style by right-clicking and selecting Update Heading 1 to Match Selection. So what's happening here is two bolds don't make a right. Since bold is a toggle on and off, the second bold canceled out the first bold. Same with the italics attribute. So why would you ever 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.
The normal style by default is based upon no style. So if I go over to my Style window, I click on the down arrow next to Normal and go to Modify, you can see that this style based on is grayed out, and it's set to no style. This means the normal is based on the document defaults, which is a very important topic we will be covering in a later movie. A good practice is to base your styles upon the Normal style since it is getting its settings from your document defaults settings. Then if you have a change, such as you decide to change the font throughout the document, changing the font in your document defaults settings will change all of your styles that are based upon the Normal style.
You can use the tooltips to see your based-upon styles from your Styles window. So if I cancel this window and then just hover over any of my styles, if it's based upon a different style, you will see that at the bottom. For example, Quote here says it's based upon normal. If I go up to No Spacing, it's not based upon anything. It's not really a style so much. The Main Title is based upon Heading 1, which we created. The List Paragraph is based upon 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 to base your style upon the Normal style, which is based upon the document defaults.
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