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Whether it’s a short story, a product catalog, a technical manual, or a business report, every document needs a compelling format. Although the content and the length may differ, long documents have similar formatting challenges. In Word 2007: Formatting Long Documents, David Rivers uses his 20 years of training expertise to demonstrate efficient methods of formatting entire documents and making changes to specific sections and pages. He covers the details of how to use field codes and building blocks to streamline the workflow, and shares best practices for producing printed documents with a professional look. Exercise files accompany the course.
Style sets in Word 2007 are groups of styles that you can apply to an entire document to quickly and easily format that document and keep a consistent look and feel. You can choose from predefined style sets in Word 2007 or you can create your own and that's what we are going to do in this lesson. We are going to continue to use a same document we have been working with in previous lessons, you can see I have got it here in front of me. If you have been following along you are ready to go, if you've jumped to this lesson however you can go to the Chapter 3 folder and open up HumbugStyle5 from the Exercise Files, and you will see what I see. Now when I click here in my title The Humbugs of the World, you can see in this Styles Gallery up here Heading 1 is selected. That's the Heading 1 style.
If I go down to my quote down below, on clicking there you can see it highlights Dave's quote, the one we created in a previous lesson. Now this is all part of a group of styles. If I want to quickly and easily change the formatting of my entire document, I can choose a different style set. To do that, I go over to Change Styles, down to Style Set, and there is my predefined style sets. Now as I hover over them I'll see a preview in behind of my document, what it might look like if I were to select these set of styles. Still going to use headings and quotes, but they will be formatted differently in each style set as I move down to Distinctive, slightly different. Elegant, you can see things are shifted over to the right a little bit. Under Fancy, there is some shading and coloring going on. Formal, Manuscript, Modern. Let's say as I move down to Traditional that's the closest to the group of formatting that I want to use, so I'm going to select it.
By choosing Traditional, now I have got a different style set being used. I still have Dave's quote up here, I have still got Heading 1 for example, but the formatting for those styles is different in this style set. Now, if I want to make some changes to the actual styles, I can do that and create my own style set while I do that. So I can use it on future documents, even existing documents where I want to change the formatting. So I'm going to go up here to The Humbugs of the World. This is Heading 1, I literally thing this should look a little bit larger. So I want to increase the font size. Now if I just go up here and change the Font Size, I'll be changing it for that one heading at the top of my page here, it won't affect the rest of the document, I want to reformat the style or modify the style formatting.
To do that I'm going to go over here to my Gallery where Heading 1 is selected, right-click on it, and choose Modify. It's an easy way to get into the Modify Style dialog box. Now here I'm going to see the existing formatting such as the Bold button appears to press it's 12 points, you can see the font that's being used. I am going to bump this Font Size up to 16 points. Now when I click OK, down below I save that change, I see it here in my first heading and as I scroll down through my document I see that it's also applied to other sections of my document using the Heading 1 style. So I have just formatted all of my headings with a different look and feel.
Now, you can continue to do that with your Heading 2s for example, maybe with your quotes. I'm going to go down to my quote here which is Dave's quotes, with it highlighted. I can right-click and choose Modify, maybe I want to make one slight change to it. I want to underline quotes as well. Now, when I click OK, you can see that it's applied now to my existing quote and any other quotes in this document using Dave's quote style will look exactly the same. Now this is the set of styles that I want to save as my own style set. Without affecting the traditional style set I go up here to Change Styles, down to Style Set and now all the way down to Save as Quick Style Set, and when I choose this get to give it a name, I'm going to call this Memoires.
May be this is the set of styles I want to use every time when I create Memoires or apply to existing memoires in all of my documents so that our memoires will have a consistent look and feel to them. Notice that it's being stored in the Quick Styles folder under Microsoft on your computer, so that's where you go to delete them if you no longer want them, and I'll start to pile up in here as you create your own quick style set. When I click Save, I have now saved it, and as I go to change styles down to Style Set, I'm going to go over to Memoires and just click on it, this is the set of styles, now apply to this document, notice that it change to my heading as well as my quote.
If I want to go back, I can go to Change Styles down to Style Set, and if I go back to Traditional and click on it, you can see that it has been unaffected by the changes I made to the style, just because I save them in a new style set. It's important to do it in that order as well, so make your changes first, and then save your style set. I'm going to go back to Memoires because that's the look and feel I want, for this document. I'll then go up and save the changes to this document using my new style set.
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