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Word 2007: Styles in Depth

Formatting numbered and bulleted lists using styles


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Word 2007: Styles in Depth

with Mariann Siegert

Video: Formatting numbered and bulleted lists using styles

Word comes prepackaged with several automatic numbered and bulleted styles. If you've ever manually typed a list of numbers into your document and then added a paragraph to the middle, you'll know the pain of having to readjust all the numbering manually again throughout the rest of your document. Whether it's a list of 123s, ABCs, or even Roman numerals, Word can automatically apply and adjust numbering when you make a change using numbered styles. Let's start by opening a blank document.
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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

Formatting numbered and bulleted lists using styles

Word comes prepackaged with several automatic numbered and bulleted styles. If you've ever manually typed a list of numbers into your document and then added a paragraph to the middle, you'll know the pain of having to readjust all the numbering manually again throughout the rest of your document. Whether it's a list of 123s, ABCs, or even Roman numerals, Word can automatically apply and adjust numbering when you make a change using numbered styles. Let's start by opening a blank document.

Now, before you do that, you may have to click once in the document you're in and then do Ctrl+N on your keyboard, for new. We're going to go from the Home tab to the Paragraph section, which is right about in the middle, and up at the very top here is Bullets. Go ahead and click on it once, and you'll see the bulleted list. Press the Enter key, and it goes away. The next number over is the 123s. That's your numbering. Click on it once, and you'll see the number 1.

So those are the two little tools that we'll be using here. Now, where it says number 1, we're going to say deposit bonus check, because you just got a big bonus, and then press the Enter key. When you do, you get the automatic number 2, and we're going to say we're going to research vacation destinations, vacation destination, and then press Enter, and we have number 3.

Then we're going to call our travel agent. If you press the Enter key again you get number 4, and if you press it one more time, you'll notice that it goes back to no numbering at all. So that's a nice feature. Now, we did forget one thing. We've decided we're going out of the country, and we need to get a passport. So, we're going to add get passport to position number 3. So, right after destinations here, click after the s and press the Enter key, and we've got number 3.

So, type in "Get passport." How about a Roman numeral list? Go down to, underneath your number 4 here, where the numbering stops, and what we're going to do is we're going type in =rand. It stands for random and then an open parentheses and a closed parentheses, so it should be =rand() and then press the Enter key, and it'll give us three random paragraphs of text.

Now, we're going to select all of our new paragraphs. Once we have them selected, we're going to go to, from the drop down list from the 123s, the down arrow right next to it, and we're going to select the Roman numerals, and there you go. The neat thing about this is if you find that you need to add something to the middle, let's say that we need to go in here after number 2, you just press the Enter key, and it continues your numbering there.

Sometimes instead of a numbered list, we need to use a bulleted list. Close this document, and if you're following along with the exercise files, open our exercise file. In our exercise file, we're going to go down to the second page, and we're going to find this little area here in this orange section underneath the Fact File. Click where it says May 13th, it doesn't matter where, anywhere in this paragraph. From that same area we were in earlier, underneath the paragraph, we saw the little bulleted list.

We're going to just click on a bullet, and it automatically adds it to our selection that we have there where our mouse is, since we didn't have anything selected at all. This is a default bullet. Let's say you don't like the format. Let's click on the down arrow next to it. And here, you've got a Bullet Library, and you can select any of these bullets from here. Now, this one doesn't have the same little scroll button as we saw in the previous movie. So what we could do is just move your selection down a little bit, and then you could see a Live Preview going on.

So here, you're going to find one that you like. It doesn't matter which one. You can just pick one you like. I'll use this little check mark, and there's the check mark. Now, let's say you don't like that. You want something that is little more appropriate. So, let's use a symbol. So click on the down arrow next to the bulleted list, and we're going to go to Define New Bullet. Now go to the Symbol button and click there, and we're going to change this font from Wingdings to Webdings.

And then here you have all kinds of symbols that you can use. Let's find one that we like here. I think there's a bike in here, so let's see if we can find the bike. There it is. Click on the bicycle. It says Character code 98. So, if you want to use that, if you can't find the bike again, and then click on OK. And it shows a little preview of all of our little bikes, and then click on OK, and there's a little bike symbol. Now, if you want to apply this to the entire area down here, you can click on the text box, so you select the entire text box, and then you can go back up to your bullets.

You can click on your bike. It's going to be here, Recently Used Bullets, and then it'll apply it to everything. You may have noticed that the indents are off here. So, if you view your ruler, go up to View and go to Ruler, you'll be able to see that your indents here are little bit off. You have a triangle that points down, you have a triangle that points up, and then you have a square at the bottom. If you grab the square and pull it over to the left side, you could rearrange your indenting.

Let's say this still isn't what you want. How about using a picture as your bullet? We're going to go back to the Home tab, and from the Bullet area here, on the down arrow, click on it, and we're going to go down to Define New Bullet, and this time, instead of Symbol, we're going to go to the middle here on Picture. If you have access to the Internet, you can go to Include content from Microsoft Office Online and include it as well, and let's put up here Search text, and we're going to put bicycle.

I found that if you put bike, it brings up motorcycles, and all kinds of things like that. So, you could be a little more specific and then click on Go, and here's all kinds of bicycles and pictures of bicycles. Let's scroll down towards the bottom. Let's say that we want this one here, bicycles down towards the bottom, just click on it.

Click on OK. It doesn't matter which one you choose, just the one you like, and then click on OK, and there's your little picture, and you could adjust your indents again, and there you go. One thing that I've found about pictures is that they may be too large to use as bullets, so be careful and see how it looks printed before finalizing. Using automatic numbering in your document can save a lot of time, keeping you from manually retyping numbered lists, plus especially when you have additions in the middle of your document.

Bullets, especially when using pictures and symbols, can really add pizzazz, professionalism or a sense of light heartedness and fun to your document.

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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