Copying styles between documents and templates
Video: Copying styles between documents and templatesAlthough you can create style sets to use in other documents, there may be times that you only need to copy one or two styles, and you don't need the entire set. One of the main reasons I find I need to copy a style is if it's new. And although when it was created, the option was checked for all new documents based upon this template, the key word here is "new." Only new documents based upon that template will contain this style - not documents I've previously created.
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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.
- 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
Copying styles between documents and templates
Although you can create style sets to use in other documents, there may be times that you only need to copy one or two styles, and you don't need the entire set. One of the main reasons I find I need to copy a style is if it's new. And although when it was created, the option was checked for all new documents based upon this template, the key word here is "new." Only new documents based upon that template will contain this style - not documents I've previously created.
This means that you have to copy the new style to preexisting documents when needed. The Styles Organizer is a fantastic tool to use when copying styles. It's just a bit buried from view. So let's unbury it. Before we copy any new styles, let's take a look at what's already in our Normal template, by default. You or someone else may have added other things to your computer, or vice-versa on mine. Let's take a look at what's in our Normal templates.
Click anywhere in your document first, and then do Ctrl+N on your keyboard. And we are going to open up a new document, and you can open the Styles pane, and you can click on Alt+Ctrl+Shft+S, or you can click on the Extend button. And here are all the styles that are available in our Normal template, and again, yours may be a little bit different than mine. Go ahead and close this document; you don't need to save anything. And we are going to go back to our exercise file.
Open your Styles pane, if it's not already open, and at the very bottom of our Styles pane, there are three buttons. The Manage Styles button is the last one on the right. Click on Manage Styles. And here's where it's a bit hidden, that I was taking about earlier. There is no Organizer button here. It only says Import/Export, and when you click on it, it opens up the Organizer dialogue box. I thought that was a bit deceiving when I first saw that, because I couldn't figure out where they had put the Organizer, but it is underneath the Import/Export.
The document we are in is on the left, so this is our exercise file, 9_01 Copying styles. The Normal template is on the right, so here is everything that's contained within the Normal template. I have got Ca Catalog style. You may have this as well, if you have been following along. Colorful Grid, that's some thing else that we have put in here since we started. Default Paragraph Font, and again, if you have been following along, you may remember that the next four here are all of the defaults that Word has.
This is for the Font. This is No List, Normal - that's our Normal style, and then Table Normal. What we want to do is copy Ca Intro to our Normal template, from our exercise file to our Normal template. So find Ca Intro and click on Copy, and there it is. Do a Close, and let's open up a new document again. Ctrl+N, open up your Style pane, and let's see if it's here. And there is Ca Intro, right at the top.
All new documents will have this available. Go ahead and close this. We are going return to the exercise file, and we are going to open up the Organizer again. Remember, it's underneath of Manage Styles, so click on the Manage Styles button and Import/Export. This Normal template over here is the default that all of your new documents in Word are based on. Copying your style to the Normal template will make those styles available in all new documents based on this template.
Styles travel with the document, meaning the documents you already created, that were based on this template, will not have the copied styles. In other words, all new documents based on the Normal template going forward will have these styles available. You can think of the Normal template as being a container for styles that you need in all of your new documents. Keep in mind that you can now create style sets. You don't have to keep all your styles in the Normal - only the one's that you use in the majority of your documents.
You might have noticed that you have this option to Close File here. You also have another button over here by the Normal to close file. Go ahead and close the Normal template and then click on Open File. What we are going to do is we are going to open up our exercise file, and we are going to copy something from our exercise file 2 to exercise file 1. Here, we are going to locate the desktop. We are going to find your exercise files, and that is if you have the exercise files; otherwise, you can just follow along.
Goo to our Exercise Files here, and we are going to find chapter 9, and there doesn't seem to be anything in here. The reason for that is down here it says All Word Templates, and we don't have any Word templates in here. We have documents. So click on the down arrow. You can either choose All files or All Word Documents; either one will work. We are going to open up 9_01 Copying styles2 file. So click on it and then click on Open, down here at the bottom.
So now we have exercise file 1 and exercise file 2 on the right. We are going to copy CA Catalog Body,Bod, which is about the third one down here, Ca Catalog Body,Bod, and click on it once and then click on Copy. You can also copy multiple styles by using Ctrl+Click. So if I want to copy something from my exercise file 1 over here, I can just click then hold down my Control key and select other styles that I want to copy, You can just continue going down here, holding down your Control key and clicking, and then you have to just choose copy.
Now on the other hand, let's say you want to copy a whole lot of styles. I want to copy everything from this file to the other. I can click at the top. I can go all the way to the bottom and hold my Shift key down, and I can select everything in here. Or I can even uncheck things by using Ctrl+ Click at this point, and then I can click on Copy. You can easily copy styles between documents and templates using the Organizer. You can even copy multiple styles by using Ctrl+Click or Shift+Click to select.
This is fantastic tool to have available, especially when you have a stylish styles in one or templates that needs to be used in others. This way you don't have to reinvent the wheel by having to re-create your styles; just copy.
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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