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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.
One of the quickest and easiest ways-- and therefore my favorite--to create a new style is by using the by-example method. By example means that first we directly apply the formatting and then we 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, or link style--one way may be better suited or less steps than another, and less steps is always a good thing. Let's begin by taking a look at what styles are available in this document.
Open up the Styles window. Notice that in this document the only styles that are available are the ones that came with Word; there are no California styles available, in other words, for us to use here. Remember that styles travel with the document. Let's create some of these California styles now. We will create our first style using the Styles box that Microsoft introduced in Word 2007. We are going to select Cycle California, which is the heading up here at the top, and we are going to apply Times New Roman, we are going to make it 48 points, we will make it bold, and also underlined. And we can also indent that.
So place your mouse right before the C in Cycle California and press the Tab key. Now, this is what we want our style to look like. So this is our example. So we are going to select it, and we are going to use our Apply Styles box. To open the Apply Styles box, simply press Ctrl+Shift+S on your keyboard, holding them all down at the same time. And the Apply Styles box pops up. We are going to name this style, which is our example here, CA Heading 1,CA1.
And remember the ",CA1" is our alias. And then just press Enter, and that's it. That was easy. But what if someone has already applied formatting to the document, but they didn't create a style from the formatting? Take a look at the introduction paragraph here. If I select it, I can see that this is using the Normal style. I could see it up here in my Apply Styles box. And if I turn on my Reveal Formatting pane, which is Shift+F1 on your keyboard, you will see underneath the Reveal Formatting that all of the formatting is directly applied.
So it says Direct Formatting right here, and all of this is has been directly formatted, meaning it's not a style. We are going to use the classic 2003 Styles box to create a style using the formatting that we have here. If you don't already have it open, go up to this little button up here. It's got a little line on it and the arrow pointing down. If you hold your mouse over it, it says Customize Quick Access Toolbar. Click on it and then go down to More Commands. And underneath the Popular Commands, scroll down till you see Style.
Click on the Style and then click on the Add button and then click on OK. The classic Styles box is now up here on your Quick Access Toolbar. You can either click in the box up here for the classic Styles box to place your mouse in it to start creating our style, or if you hold down the Alt key on your keyboard, you will see a bunch of little numbers and letters pop up. That will show you what your keystroke is to use for a shortcut. Mine is number 4 on this computer; yours may be different, depending on how many things that you've added to your Quick Access Toolbar.
So if I click on Alt and the number 4, not F4, but the number 4, it will pop me right up there in the classic Styles box. I am going to call this style CA Intro, with an alias of CAI, and press the Enter key. And we have created a new style. Both methods of creating a new style add this style by default only to the open document, not to the document template. So if you open a new document, this style is not going to be available.
Both methods automatically create a paragraph style, not a character or linked. The difference between using these two methods is that classic Styles box does not automatically add your style to the Quick Styles gallery, where the new 2007 Apply Styles box does. But keep in mind that you can always add the style manually to the gallery. Speaking of the gallery, there is yet another way of creating a new style by example, and that is using the Quick Styles gallery. Let's select the first paragraph underneath of the intro.
It starts with "Both doctors." The Normal style is in use and again direct formatting has been applied. So we are going to use this as our example to create our style. In the Styles gallery, click on the More button-- it's got a little line with an arrow pointing down--and then click on Save Selection as a New Quick Style. It's at the top of this list here. It says Save Selection as a New Quick Style. Click on it, and we are going to just give it a name. We will call this CA Body, and then an alias, so comma, no spaces, cab.
Using this method, it is automatically saved as a linked style, not a paragraph style, like the other two methods. If you need to change it, click on the Modify button now; otherwise, if you decide to modify it later, Word will not allow you to modify the style type at all, and all of the other style types are going to be grayed out. So go ahead and click on OK, and you will see that your new style, cab--there is your alias--is up here underneath of our Style gallery, and it's also available from the Style window.
If you have been following along since the beginning, you may remember the first style we created was a paragraph style created by example using the Styles window. Let's quickly create another paragraph using the same method. Select the subtitle called Cycling Packages. It's in the second column over here. And just select the whole thing. And then underneath of the Style window, we are going to click on this very first button here that says New Style. So click on New Style, and we will simply give it a name. And our name for this style is going to be CA Body Subtitle, with an alias of CBS.
Notice that saving a style this way allows you to change the style type from Paragraph to Character, Linked, Table, or List. So you can use any of the five different style types using this method. When you use the Styles pane you have the most control over your style than any of the other methods. There are many methods for creating a style by example, such as using the Styles 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.
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