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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.
Although you can create style set 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 the style--not documented previously created. This means you have to copy the new style to pre-existing documents when needed.
Another reason is is if I have more than one style that I need to add to the Normal template. The Style Organizer is a fantastic tool to use when copying styles. It's just a bit buried from view, so let's un-bury it. Before we copy any new styles, let's take a look at what's already in our Normal template by default--or you or someone else may have added to your computer. Let's start by opening up a new document. Ctrl+N on your keyboard will open a new document. Now open up the Style window, go down to the very bottom, and the third button on the bottom here on the right says Manage Styles. Click on a button and here you'll see all of the styles that are available from Microsoft out of the box.
And as you can see, there is a really long list here. None of our California styles are in this document because they do travel with the document. So what we want to do is we want to make several of our California styles available for all of our new documents going forward. We can do that one by one by clicking on the option that says All the documents based up on this document, but we would have to go into--let's say we are copping three--three different styles to do that. So let's copy them instead. It's a lot quicker.
So do a cancel here, and let's go back to our Exercise document. Now open up the Style pane and again and click on Manage Styles. You'll see a button down here on the bottom left that says Import/Export; click on it and it opens up the Styles Organizer. When I mentioned the Style Organizer was a bit buried, the reason was, you click on the Import/Export button to get to the Style Organizer. Our exercise file is here on the left, and the Normal template is on the right.
Let's copy California Body, hold your Ctrl key down and click on California Heading 1 and California Heading 2. The Copy button is located in the middle. You will see that the arrow is pointing to the right, so we are going to be copping from our exercise file to the Normal template. Just click on Copy and now those styles will be available in all of our new documents going forward. Click on Close and then again open up a new document--Ctrl+N on your keyboard-- open your Style window, and here are our styles that are available. We copied over California Heading 1, California Heading 2, and we also copied our California Body.
Now let's return to the Exercise file. We are going to open our organizer, so go to Manage styles, click on Import/Export, and we are back in our Organizer. Now remember that the Normal template is the template by default that all of your new documents in Word are based on. Copying your style to the Normal template will make the styles available in all of your new documents based on the template, as you saw. Styles travel with the document, meaning that documents you already created that were based on this template will not have the copied styles available.
In other words, all new documents based on the Normal template going forward will have the styles available. You can think of the Normal template as being a container for styles that you need for all of your new documents. Keep in mind that you can now create styles sets, and you don't have to keep all of your styles in the Normal template-- only the ones that you use, let's say for the majority of your documents. Notice you also have the option to close either the current document, which is our exercise file here, by clicking on the Close file button or the Normal template, and you also have a Close file button here.
Now what we want to do is we want to copy our styles between exercise files, or documents. So we don't want to copy to the Normal. We want to go ahead and close the Normal template, click on Close file, and now the button changes to open file. Click on Open file, and we're going to browse out to our desktop to our exercise files. So go to desktop and your Exercise Files. It's going to be in the Chapter_8 folder and where it says, All Word Templates, change that to All Files, and you'll see 08_01_Copying_02.
Double-click and now our exercise file is available in the right-hand side. Let's copy our CA Catalog Body style. That's located on the right-hand side. Click on it once and then click on Copy. Notice that the arrow now is not going to the right; it's going to the left. So you could see that we are copying from our exercise file number 2 to our exercise file number 1. Click on Copy and your new style is now available in our open document. You can easily copy styles between documents and templates using the Organizer.
You can even copy multiple styles by using the Ctrl key and clicking, or you can even select multiple files by clicking on the very first file, holding your Shift key down, and clicking on the last file and then clicking on Copy. This is a fantastic tool to have when you have a style or styles in one document or template 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.
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