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Word 2007: Styles in Depth
Illustration by Neil Webb

Creating a paragraph style by example


From:

Word 2007: Styles in Depth

with Mariann Siegert

Video: Creating a paragraph style by example

One of the quickest and easiest ways to create a new style, and therefore my favorite, is using the By Example method. By Example means first, we directly apply the formatting and then create the style from our formatting example. There are several ways of doing this, and depending on which kind of style you need to create, such as a Character, Paragraph, Linked, et cetera, one way may be even more suited and less steps than another. The first way we'll take a look at is using the new to 2007: Styles box.
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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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Word 2007: Styles in Depth
3h 24m Intermediate Jul 21, 2010

Viewers: in countries Watching now:

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.

Topics include:
  • 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
Subjects:
Business Word Processing
Software:
Word
Author:
Mariann Siegert

Creating a paragraph style by example

One of the quickest and easiest ways to create a new style, and therefore my favorite, is using the By Example method. By Example means first, we directly apply the formatting and then create the style from our formatting example. There are several ways of doing this, and depending on which kind of style you need to create, such as a Character, Paragraph, Linked, et cetera, one way may be even more suited and less steps than another. The first way we'll take a look at is using the new to 2007: Styles box.

First, we'll select the Cycle California heading up here at the top, and you can triple-click on it to select it. And then we're going to use our By Example method and start applying formatting. So it's going to be Times New Roman. That's fine. And we are going to apply 48 points. Right now its 12, so click on the down arrow and find 48 points. And then we're going to make it bold, so click on the B for bold, and we're going to underline it, so click on the U for underline. And last but not least, we're going to indent it.

On the indent here, you've got two different triangles. Click on the square on the bottom and drag it to .5, and there we go. Now that's our style, but of course we haven't created it yet. We just have it directly applied. So now, we'll open up the Apply Styles box by using the keyboard shortcut Ctrl+Shift+S, like style. And there we are. We're ready to start typing. Now all we have to do to create a new style is to give it a name. We're going to create the style, and we're going to give it a name of California Heading.

So type in CA and then Heading. We're going to give it an alias, so type a comma and CA1 and then press Enter. If you've been following along, you might have noticed that creating a style using the Apply Styles box is very similar to applying a style. Both methods require typing a style name into the box. If a style exists with the same name or alias that's you're typing in, the matching style will be applied.

If no name matches, a new style is created. Now using this method, Word automatically creates a Paragraph style for you. It automatically adds your style to the Quick Styles Gallery and if you look up here, the Quick Styles Gallery is here, and there's your new style. Remember, we have an alias name as CA1, and that's what showing up here in the gallery. Word's defaults are set to add your new style to the open document only, not all new documents based on this template.

So what that means is if you go to another document, this style will not be available. Keep in mind that you do have the ability to later change some of these settings by modifying the style. We'll be learning exactly how to do that in the Modifying Styles chapter. The next way of doing this is using the Classic 2003 Styles box. If you've been following along, we added the Classic Styles box in an earlier movie. We're going to select the very first introduction paragraph that says "Cycling is a fantastic," and you can triple-click on it to select it.

Now, this paragraph is directly formatted, and you can see that it says Arial 9.5. It's got bold on it. It says the Normal style up here. So we know that someone has gone through, and they've applied that formatting to it. You look up here at the Normal and see it's a different look to it then the Arial. And what we're going to do is create our own style by this formatting that's already applied. Now to find out what's your keystroke is to pop yourself up into the Classic Styles box, you may remember that you hit the Alt key.

The Alt key will put these numbers up here, and each one represents - this represent Save - this one represent Undo, and for the Classic Styles box on my computer here, it says number 4. Yours might be different. So we're going to do Alt, and I'm going to do the number 4, and you press the button that's associated with your Classic Styles box. We're going to give it a name here: CA Intro, comma. That's for your alias, CAI for an Intro and then just press Enter.

Both methods add the style by default only to the open document, not the document template. Both methods automatically create a Paragraph style. The difference between using these two methods is that the Classic Styles box does not automatically add your style to the Quick Styles Gallery, where the new to 2007, Apply Style box does. Another way of creating a new style by example is using the Quick Style Gallery. We're going to select the very first paragraph that starts with "Both doctors," and remember, you can triple-click to select it.

This paragraph also has direct formatting applied. It has got Times New Roman, 9.5. It still has a Normal style. So what we're going to do is to, again, create a style by this example. Now, using the Quick Styles Gallery, you can go to those More button here. It's to the left of the Change styles. It's got a line with a little arrow pointing down here, and click, and you'll see a menu down at the very bottom. We're going to select the one that says Save Selection as a New Quick Style. Now, we're going to give it a name: CA Body, cab and then press Enter.

Now we have our New style. It's saved as a Linked style, not a Paragraph style like the other two methods. If you choose to modify, all the other styles types are grayed out, and won't allow you to change to any other style type. The style is automatically saved as a Quick style, and it's available in the Styles pane. So, if you open up the Styles pane here, it will be located right here: CA Body,cab. Now, if you've been following along since the beginning, you may remember that the very first style we created was a Paragraph style, created by example using the styles pane.

Let's quickly create another Paragraph style using this method. We're going to select the subtitle that says "Cycling Packages" down here, and again triple-click, and you'll select Cycling Packages, and that's the whole paragraph. Go over to the Style pane and this row of three here, you'll see the very first button that says New Style. Click on New Style, and we're going to give it a name, California Body Subtitle, comma. We'll give it an alias as CBS.

When you're using the Styles pane, you can have more control because this box gives you so much more control than the other methods. Notice that saving a style this way allows you to change the formatting from the dropdown list, right here next to style type, to any of the five types of styles. When you use the Styles pane, you have the most control over your style than any of the methods. There are many methods for creating a style by example, such as using the Style box, the Classic 2003 Style box, the Style Gallery and the Style pane.

One method may be better suited for your needs than others. No matter which way you choose, creating your own styles is fast, simple and easy.

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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