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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.
A lot of folks don't use character styles in documents because they can't see the benefit of taking the time to create a character style versus just formatting a document directly; in other words, they just apply bold and italics and underline, and they don't see a benefit of creating a style from that. In this movie, we will create some character styles of our own, and then we will explore how we can automate formatting changes that would otherwise be time consuming, and well, tedious work. Let's open up the Style window. So click on the little Extend button, and we are going to select John Doe.
So in the very first paragraph select, the words John Doe, and we are going to create our character style by example, so apply underline. Now, we are just going to click on the New Style button, which is located on the Style window, at the very bottom-- it's the very first button of three. We are going to give our new character style a name. Its name is going to be Txt Names,TN. I like to name my character styles with Txt at the beginning for consistency and also for easy reading.
It can also help with the sorting in the Styles window as well. Now, our style type is not paragraph; it's character. So click on the down arrow and select Character. Then simply click on OK, and we are going to apply our style to John Doe. We're also going to apply it to Omega Enterprises. So you can hold down your Ctrl key and select Omega Enterprises. Let's also apply it to DDF. So while you're holding your Ctrl key down, now select DDF, and select the word Brendan, keeping your Ctrl key down.
So we have four things that are selected here, and we are going to apply our Text Name style. So just from your Style window, click on Txt Names, and it's applied. Now we are going to create our second style, so scroll down to the bottom of the page. Underneath the ARTICLE 1 here, you'll see section 1.1. And we are going to select the words "Additional Contributed Equity," and we are going to once again create our style by example. So apply underline, and we will once again create a style.
So go down to your New Style button again, and let's give it a name. Let's name our style Text First Line. So Txt First Line,FL. Our style Type again is not going to be paragraph; it's going to be a character style. Select character. It's already underlined for us, because we are doing this by example, and click on OK. Now, we're ready to apply our style. It's already applied to "Additional Contributed Equity," so let's scroll down a little bit.
We are going to select "Adjusted Capital Account Balance." Again, you can hold down your Ctrl key and select Affiliate and 2.1. Holding your Ctrl key down, select Distributor. We will go down a little bit more and just do a few more of these for the sake of time. Hold your Ctrl key down and select "Distributions in Liquidation," and also "Offset Against Distributions." We're going to apply our Txt First Line style.
So click on it, and it's applied to everything that we had selected. Now, we will create one more quick character style. So scroll up here to where it says "WHEREAS," "WHEREAS," and "NOW, THEREFORE." Select "WHEREAS," and let's apply bold, and we will also make it all caps. We want that as part of our style. So underneath the font here, you've got a little down arrow that points to the right, and we're going to click on it, and we are going to select All Caps and then click on OK. Now, we've directly applied that, but we haven't created our style.
So let's create a quick style. We will go down to the very first button down here for new style again in our Style window, and we'll give it a name. And this one is going to be called Txt Where and There,WT for the alias. It's going to be a character style. So click on the down arrow, click on Character, and then click on OK. Let's real quickly apply it to "WHEREAS" and hold down your Ctrl key, "NOW, THEREFORE" and we will click on Txt Where and There. Now you can tell the difference between which one is a character style and which one is a paragraph style within your document by going to View > Draft.
And remember in a previous movie, we turned on the style area over here. It shows all of the paragraph styles. If I click on WHEREAS here, which we have now created as a character style, you can see up in our classic Word 2003 Styles box, that is this Txt Where and There, and if you've been following along, we turned that on as well in a previous movie. So our character styles show in the classic box, where the paragraph styles show over here in the Style area and the Draft view. Go ahead and switch back over to the print layout.
Let's say that somebody has now made the decision in our document that if you scroll down here for our Txt First Lines here, that it not only needs to be underlined, but it needs to be italicized as well. If we had a really long document--this one is only five pages, but let's say that this sucker is 250 pages long--and you've got to go through and you've got to change each and every one of those, that might take some time. But since we used a character style for this, all we need to do is go underneath of Txt First Line, hold your mouse over, and you will see the down arrow.
Click on it and go to Modify, and let's just add italics to it. So you'll see a B and an I and a U. The U is already highlighted here. Those stand for bold, italics, and underline. We're going to click on I for italics and click on OK. Now you'll see that everywhere that that character style has been applied that has now been changed throughout the document. With one little modification, you've changed the whole document. Now, the decision has also been made--if you scroll up in your document--that all of your text names need to be changed as well.
So they need to be bold too, not just underlined. So what we need to do is go over to our text names, click on the down arrow, go to Modify, and click on B for bold, click on OK, and all of those have been changed. Now, I promised you earlier that I'd show you why we had two different styles that used the same formatting attributes. Well, they both have different terminologies. So John Doe and Omega Enterprises are all different names, whereas this is the first line.
So they both used underline, but they're different. Now, notice that although we bolded all of our names and we italicized all of our Text First Lines, it still has underline applied to both, but neither one affected the other when we made that change to our style. Using character styles can save a lot of time as opposed to using direct formatting, by applying several formatting attributes at once. It also gives you the ability to make changes throughout your document by simply modifying the style, not laboriously reformatting the entire document.
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