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Creating character styles

From: Word 2007: Styles in Depth

Video: Creating character styles

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 this movie, we will create some Character styles of our own and then explore how they can automate formatting changes that would otherwise be time consuming and tedious work. Let's begin by opening up the styles pane. Click on the Extend button or use your keyboard shortcut: Alt+Ctrl+Shift+S. We're going to select John Doe from our document; it's in the first paragraph here, and just select the name John Doe.

Creating character styles

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 this movie, we will create some Character styles of our own and then explore how they can automate formatting changes that would otherwise be time consuming and tedious work. Let's begin by opening up the styles pane. Click on the Extend button or use your keyboard shortcut: Alt+Ctrl+Shift+S. We're going to select John Doe from our document; it's in the first paragraph here, and just select the name John Doe.

Then we're going to apply underline, so just click on U for underline, and now we're going to create a new style. So go to the New style button in the styles pane, down at the very bottom. It's the first one in the row of three, and click, and we're going to name it Txt Names, comma and an alias of TN. Now, I like to name my Character styles with Txt for consistency and easy reading. It can also help us sorting in the styles pane, as well.

Now, this isn't a Paragraph style. It's a Character style. And choose Character, and then simply click on OK. The Txt Names is applied to John Doe now, and you can tell by looking up here at the Classic Styles box, It says Txt Names, TN, our alias, and we're ready to go. Now, this is only applied to John Doe. We need to apply it to a few other things. So select "Plantersville," and you can apply text names by selecting it over here, and you can go to "DDF," and you can select it, and let's select a few more things at the same time.

Let's hold down your Ctrl key and select "Fund I." Keep your Control key down and select "Brendan." Keep your Control key down, and select "Partnership." This is called non-contiguous text selection. And we're going to apply this style to everything that we have selected, so just click on Txt Names. We've got that done. Now scroll down in your document. Where it says Additional Contributed Equity, we're going to select it, and we're going to apply underline.

You're probably wondering why we wouldn't just hit the underline, but if you just keep following along, it'll probably make a little bit more sense later. Now we need to create our new style from this, so go down to the New style button, and we'll again create one. This time we're going to call it Text, Txt First Line, comma, FL and it's going to be a Character style, and we're going to click on OK. Now, we need to apply that to a few more things. Scroll down a little bit and find "1.2 Adjusted Capital Account Balance" and select it.

Hold down your Control key and select "Affiliate." You can double-click on "Distributor" to select it, and then select a couple more. We won't do all of them for the sake of time. Okay, that's good. Now what we're going to do with this is we're going to apply the Txt First Line. So click on it, and it's applied to all of these. Okay. Now one more thing: Underneath the Recitals, double-click on "Whereas," hold your Control key down, double-click on "Whereas" again, and then select "Now Therefore," and we're going to apply one more style.

And this time, we're going to make it all caps, so you can click on the two As here together, click on the down arrow and then select UPPERCASE. We also want it to be bold, so click on B for bold, and there you go. Now, we're going to apply our styles. We go to New style. We'll call this one Text Txt Wheres and Theres, comma, and we'll call it WT for our short little alias that we can use Our style type is going to be Character one more time, and we'll click on OK.

Okay now, it's applied to everything, and you can tell that by looking at your Classic Styles box up here at the top. So if I click on any of these, it says Wheres and Theres. If I click anywhere else in this paragraph, it gives me the Paragraph style instead of the Character style name. Now, let's say that a decision was made that the first line needs to be italicized, as well. That's all of these that we put our underline to. So what we need to do is not only underline this, but we also need to italicize it as well.

So, what we're going to do is we're going to modify the style. We don't have to go through every single one of these and apply italics because we used a style. So let's go in, and we're going to choose this Txt First Line. That's what we applied to it and click on the down arrow and choose modify, and we're going to click on I for italics and click on OK, and that's it. All of your Character styles through out your document have changed. Let's just pretend instead of a five- page document, this was a 50-page document or a 250-page document.

That's going to make a huge difference. Now, let's also say that all of the names now need to be bold, so in addition to underline. So, what we'll do is we go over to Txt Names, we will click on the down arrow, we'll click on Modify, we will click on B for bold, and we will click on OK, and they are all done. Just a note: If you are a seasoned style user, you may wonder why you wouldn't use Word's pre-built Character styles Emphasis and Strong, instead of creating your own Character styles for italics and bold. Many people believe that Emphasis is just another word for italics, but this is not necessarily true.

When using style sets, Emphasis changes with each. For example, when you use the Elegant Quick Style set, Emphasis is displayed as bold and small caps. Per the folks at Microsoft, the Emphasis and Strong styles are design elements within the Quick Style Set, not in explicit format, in and of itself. 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 entire document by simply modifying the style, not the entire document.

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This video is part of

Image for Word 2007: Styles in Depth
Word 2007: Styles in Depth

43 video lessons · 6644 viewers

Mariann Siegert
Author

 
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  1. 2m 27s
    1. Welcome
      1m 35s
    2. Using the exercise files
      52s
  2. 22m 26s
    1. Why use styles?
      4m 25s
    2. Creating your first style
      4m 3s
    3. Displaying styles in use with the Style area
      3m 59s
    4. Viewing formatting applied to a style
      4m 24s
    5. Overview of the five types of styles
      5m 35s
  3. 28m 27s
    1. Using the Styles pane to apply styles
      5m 9s
    2. Applying styles using the Apply Styles box and alias names
      3m 54s
    3. Using the classic 2003 Style box
      4m 58s
    4. Replacing one style with another using Find and Replace
      3m 22s
    5. Using table styles to add professional design
      2m 58s
    6. Formatting numbered and bulleted lists using styles
      8m 6s
  4. 34m 3s
    1. Naming conventions and aliases for styles
      2m 53s
    2. Creating a paragraph style by example
      7m 21s
    3. Creating character styles
      6m 12s
    4. Creating a new style by definition
      5m 56s
    5. Basing one style upon another
      6m 13s
    6. Making custom table styles
      5m 28s
  5. 18m 33s
    1. Updating a style to match selected text
      3m 49s
    2. Modify styles using the Style Inspector
      7m 0s
    3. Automatically modifying styles
      3m 41s
    4. Modifying table styles
      4m 3s
  6. 12m 56s
    1. Applying styles with a click
      4m 29s
    2. Saving a selection as a new Quick Style
      2m 55s
    3. Adding and removing styles in the Quick Styles Gallery
      5m 32s
  7. 16m 50s
    1. Formatting an entire document with one click
      3m 17s
    2. What makes Quick Style sets work?
      6m 25s
    3. Saving custom styles in a new Quick Style set
      7m 8s
  8. 15m 15s
    1. Applying styles to build a table of contents
      7m 8s
    2. Generating a table of contents from applied styles
      5m 0s
    3. Modifying built-in table of content styles
      3m 7s
  9. 7m 26s
    1. Defining and using a new list style
      7m 26s
  10. 15m 10s
    1. Copying styles between documents and templates
      6m 56s
    2. Deleting unneeded styles and Quick Style sets
      4m 39s
    3. Renaming styles
      3m 35s
  11. 13m 46s
    1. Navigating using styles
      5m 4s
    2. Using and assigning style keyboard shortcuts
      5m 49s
    3. Printing a list of styles and keyboard assignments
      2m 53s
  12. 17m 26s
    1. Setting font, document, and template defaults in Word 2007
      6m 26s
    2. Setting sort order and styles to show
      6m 22s
    3. Editing, hiding, recommending, and restricting styles
      4m 38s
  13. 13s
    1. Goodbye
      13s

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