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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.
New to Word 2010 is a handy little feature called Paragraph Spacing. It's listed underneath of the Change Styles dialog box. Now, take a look at this document. It's using the Word 2010 style set. Beginning in Word 2007, the default spacing for documents, and most quick style sets, is 1.15 to give the document more white space ,and it makes it easier to read on a screen. The default spacing in Word 2003 is 1.0 between lines, with no spacing between paragraphs.
Let's select the Word 2003 style set. So go to Change Styles > Style Set, and choose Word 2003. Now you could see the difference between the two. If you use Word 2003, you may have noticed a difference in newer versions and that you no longer have to press the Enter key when inserting a new paragraph. Word automatically puts an empty line between paragraphs for you. Different style sets utilize different paragraph and line spacing along with different formatting options.
For example, select the Manuscript style Set. Go up to Change Styles > Style Set, and select Manuscript. As you can see, it uses double-spacing. Now let's select the Fancy style set. Go to Change Styles > Style Set, and select Fancy. Notice that it's using the italics attribute and that it also changes the title and subtitle styling. Now let's change this back to 2010. So Change styles > Style Set > Word 2010.
But perhaps you only need to change the line and paragraph spacing, but you don't want to change the other style attributes in your document. To accomplish this, you can use the new Paragraph Spacing option that will actually change the line and paragraph spacing of the styles themselves throughout your document, without changing other style attributes. First, let's view the document in Draft view, so we can see the Style area. So go up to View and click on Draft. As you can see in this exercise document, that besides the title and the subtitle, the Normal style is applied to paragraphs throughout, so you can better see how this new Paragraph Spacing feature works.
Next, let's turn on the Reveal Formatting to see what's going on in the style itself. Press Shift+F1 on your keyboard. Make sure that both boxes in the Reveal Formatting pane are checked down here at the bottom for Distinguish style source and Show all formatting marks. Now place your mouse within any of the paragraphs, and we'll switch back to the Home Ribbon. Next, let's go to the Change Styles box and we'll hover our mouse over the Paragraph Spacing option.
Note that the 2010 style set that we selected displays at the top, so know here which style set is currently in use. Let's explore the different preset Paragraph Spacing options listed here. You've got No paragraph Space, Compact. It's got Before of zero and After of four points and then a Line Spacing of one. Tight has Before of zero, After of six points and then Line Spacing of 1.15. You've got the option of Open, which Before of zero points, After of 10, and then Line Spacing of 1.15.
Relaxed, which is zero Before, six After, and Line Spacing of 1.5. And last but not least you have Double, which is our normal double spacing, but you also have Before of zero points and After of eight points. Now let's apply double spacing. So click on Double. Notice in the Reveal Formatting pane that the direct formatting that's been applied is bold only. So the spacing has become part of the paragraph style of Normal.
Let's select the second paragraph, and we are going to apply single spacing. So let's go up to Paragraph, and then we'll also choose here where it says Line Spacing, instead of Double, we'll choose Single, and we'll set our Before and After to 12 points. So Before 12 and After 12. You don't need to put the pt, you can leave that off. And then click on OK. Now, if you look in the Reveal Formatting pane, you'll now see that the direct formatting for spacing Before and After and also our Line Spacing of Single is overriding our paragraph style.
Now let's go to the paragraph above that's still using the paragraph style settings. Notice that there is no direct formatting applied to this paragraph. So, what's happening here? Let's go to the Change Styles > Paragraph Spacing, and then select Custom Paragraph Spacing. It's down at the very bottom. It takes us to the Set Defaults pane under the Manage Styles dialog box. Be aware that this is not the place we manually changed our paragraph spacing for the one paragraph.
What this means is that using the new Paragraph Spacing feature changes the document defaults, which in turn changes the style settings. Note that the default settings are automatically set to Only in this document. Let's go ahead and cancel this. So, in conclusion, you can use the new Word 2010 Paragraph Spacing option to quickly change the settings for your line and paragraph spacing throughout your document with just a click of a button.
It changes the default settings for your document, which in turn are picked up by the styles. Keep in mind that you do have the option to override these settings for particular portions of the document if the need arises.
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