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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.
In this movie, we are going to experience the real time saving benefits to using styles. In the old days, if you had a long document that had several headings and you'd formatted those headings manually, if you decided you needed a different look or feel for those headings, you would have to then go to each of the headings in the document and make that adjustment. By applying a style to your headings, you can make one simple change to the style itself and see those changes take place instantly throughout your document. That's what we are going to do right now. Now we are going to continue to use the HumbugStyle document. I have gone ahead and applied the Heading 1 style to all of the chapter titles in this document.
So for example, if I go up to the View tab here on the Ribbon and choose Outline, and make sure I'm viewing just the first two levels, you will notice that the Heading 1 style is used for each of the chapter headings in this document. Now if I wanted to change the font, the color, the style, I don't have to go to each of these headings and make that change. I can make the change to the style itself. So I'm going to close my Outline view. Now if you didn't go ahead and apply the Heading 1 style to all of the chapters in this document, you can go to the Exercise Files, to Chapter 3 folder, and open up HumbugStyle4, and you will have what I have.
So as I scroll down through this document, you can see there are places where had used the Heading 1 style. I click right here, you can see Heading 1 is selected up here in my gallery. Same thing as I scroll a little bit further down through this document, pass that into the Introduction, it too uses the Heading 1 style. You can see the font being used, you can see it's 14 point font, Bold appears to be turned on, the color is this darkish blue, it's left aligned. Now if I wanted to change all of the headings in my document, I don't have to go to each of them to make that change. All I have to do is change the Heading 1 style. To do that I'm going to go up here to the bottom-right corner of my Styles section of the Ribbon and click. This opens up the Styles window. Now, because my cursor is flashing here in one of those headings, it's currently highlighted or selected here on the list of styles.
Notice that when I move to it there is a little dropdown button. So not only do I get to see a preview of all of the different settings, I can click this dropdown and go down here to modify that particular style. When I click on Modify, the Modify Style dialog box opens up. You can see the Name is Heading 1. You can see it's based on the Normal style, it's using paragraph formatting, and down below here is where you will see the name of the font. There is the size again, Bold, I have other options that I can apply to the style, change the color, alignment and so on. There is a preview down below of the word Introduction showing up down here.
So let's say I want to change the size. I want to make it a little bit bigger. I'm going to go to 18 points. This means all of my heading 1s will be increased to 18 points, not just Introduction. If I want to change the color, for example, I'll click the Color dropdown, and go to a darker blue. I'm going to go to this one right here, right at the top. That's a little bit darker. You see that in the preview as well. I'm also going to turn Underlining on. Now imagine having to go to each of the headings in this document and do all of this formatting manually for each one. Not only will it be time consuming, very tedious, but if I make one small error in any of those headings, I'll lose my consistency. So I'm making a change, several changes in this case, to one style. When I click OK, those changes will be updates throughout my document.
I am going to close the Styles window, and just scroll back up now to the top of my document, and as we go by, Publisher's Note, you will notice, it too has changed. When I click in there, it's now 18 points, it's now underlined and using dark blue. As I scroll up, same thing for my title, The Humbugs of the World. When I change to Outline View, check it out. They have all been updated for me. I'm going to close Outline View to return to my document.
So when using styles, you can save a lot of time, and a lot of effort, if you need to make a simple change to all of the headings that use a specific style in your document. Making those changes to the style itself will save you that time and that effort.
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