Navigating using styles
Video: Navigating using stylesAs we have seen, there are so many positive aspects utilizing styles brings to the table, and there is yet another. You can use styles to navigate with these through your document, using the Document Map and the Outline view. In this document, we are going to go to View > Draft. You can see the styles over here in the Style area. If your Style area is unavailable, we turned this on in an earlier movie; you can just follow along.
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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.
- 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
Navigating using styles
As we have seen, there are so many positive aspects utilizing styles brings to the table, and there is yet another. You can use styles to navigate with these through your document, using the Document Map and the Outline view. In this document, we are going to go to View > Draft. You can see the styles over here in the Style area. If your Style area is unavailable, we turned this on in an earlier movie; you can just follow along.
Notice that the styles have been applied throughout. They are necessary to use these feature. Now if I go through this document, you will see not only the few styles that we have here that are body styles, but we also have Heading styles: Heading 1, Heading 1, Heading 3, et cetera applied. Now what we are going to do is view the Document Map. So we are going to go to View, right here, make sure you are on that tab, and Document Map. If you click on the box, it will put a little check mark there, and you will be able to see your Document Map.
You will see here that you have got your different Heading styles that are breaking this up into your Outline view. You can collapse these. You can expand them, if it has a Plus sign on them, to see each one. Now let's say that we have a change on ARTICLE II, 2.1(a) little i in our document. That may be kind of hard to find if we are going through this document the long way, especially if it was, let's say, a 250-page document.
Well, with your Document Map, over here on this side, you can find ARTICLE II, you can find 2.1, you can find (a), and then here is a little romanette, or a little i. And if you click on it, it takes you directly to the spot that you need to make your change in your document. Using the Document Map makes getting around your document quick and easy and is often overlooked, even by veteran Word warriors. The Document Map works best when used in a document that has been well-formatted with built-in or defined Heading styles or documents that use styles with Outline Level Paragraph formatting.
Let's take a look at the Outline view. If you click on Outline, which is right next to the Draft button, you will be in your Outline view. It looks totally different, because you will notice that your toolbar totally changes up here on top. This entire toolbar has to do with simply navigating, promoting and demoting your different levels, and anything that has to do with your Outline. The Outline view is the only other view, besides Draft, that you can view your Style area.
If you look at this document in the Outline view, you can see how it's broken up here, and each one of these have a Minus sign and the Plus sign next to them. You also have, up here at the top, you have got a little Plus sign and a Minus sign. So you can open and close these different levels when you are working with them. Also, up here at the top, you have got Show Level. You can either type a number in here, or you could just choose a level from here. So if I want to show just to Level 2, I can click on two levels.
I want to show three levels or simply one level. I am going to show all my levels. So click on the very last one that says All Levels, and it expands everything. Another thing that you can do in here, let's click underneath of ARTICLE I, 1.1 on this Additional Contributed Equity, and what we are going to do is we are going to use these buttons up here, this little green one here, and if you click on Demote, it will take it a Level 3. If I click again, it's Level 4.
If I go backwards with the left arrow, I can promote these levels, and I can go all the way to Level 1, and I can go all the way back down to the Level 4, 5, 6, 7, 8, and 9. If you click on this double-headed arrow here, it will promote it to Level 1. So click on it, and we have a Level 1. Let's just take it back one more step, so Demote it once. There is another cool little feature here. If you select these two levels (a) and (b) underneath this, we can move the entire paragraph up or down.
There's these areas here, up, and you have got down. If you go up, you can move the whole thing even to a different paragraph. So now it's underneath of ARTICLE I instead of ARTICLE II. When you apply styles to your document, you get all kinds of fringe benefits, including navigation tools that make working on your documents even faster. By utilizing the power of styles, you can even use the Outline view to move modify, promote, and demote heading levels.
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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