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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.
As we've seen, there are so many positive aspects that utilizing styles brings to the table--and there is yet another. You can use styles to navigate with these through your document using the Navigation pane and the Outline view. Let's take a look at the Navigation pane first. Go to View > Draft. Take a look at the styles that are in use in the Style area. You can see here that Heading 1, Heading 2, Heading 3, and even Heading 4 has been applied, but the entire document has been styled.
If you don't see the Style area, I showed how to turn this on in a previous movie. Now styles must be in place in order to use the Navigation feature. Let's check the check box next to Navigation pane, underneath Show, in the Ribbon. We found that we have editing changes underneath the ARTICLE II section 2.1, (a), (i). In order to find that in the Navigation pane, you simply go down, find ARTICLE 2, 2.1 (a), and you'll see an arrow that's pointing to the right.
If you click on the arrow, that will expand that section and you'll see (i). When you click on (i), it will take you to that section, and we can make our editing changes here. Let's say we need to find an instance of the word mediation that pertains to a certain topic. Just type in the word "Mediation" up here underneath of the Navigation pane, and it immediately highlights all of the instances within our document in the Navigation pane.
Hold your mouse over each highlighted section to see a snippet of partial text from that section. Click on the Mediation and Arbitration heading. Now notice that all instances in your document have been highlighted for you. You can also use the Navigation pane to rearrange your document quickly and easily. Let's say you want to move ARTICLE IV and all the subsequent sublevels above ARTICLE III. All you need to do is click and drag ARTICLE IV above ARTICLE III, and that's it--you're done.
The beauty of this is if you used automatic numbering throughout your document, your numbering changes automatically as well. You can even right-click on the Navigation pane at the top underneath of Show and choose Add to Quick Access Toolbar, and now it's available for your use right here at the top, underneath of the Quick Access tools. Using the Navigation pane makes getting around your document quick and easy and is often overlooked, even by veteran Word warriors.
The Navigation pane works best when you used in a document that has been well formatted with built-in or defined heading styles, or documents that you styles with outline-level paragraph formatting. Let's go ahead and close the Navigation pane, and you can close it by clicking on the plus sign up here at the top or click on the Close button located at the top of the Navigation pane. Next let's take a look at the Outline view. Click on OUTLINE and you'll get an Outline toolbar at the top here. And if you scroll around your document, you'll see that you are definitely in Outline view.
The Outline view is the only other view that you can view the Style area other than the Draft, which we were just done. Let's say that we only want to show one level, Level 1. Go up here underneath of Show Level where it says All Levels, click on the down arrow, and select Level 1. If I only want to see the first two Levels, I can click on the down arrow, click on Level 2, and there it is; the first three levels click on the down arrow Level 3; and remember we actually had four levels in this particular document, so I can click on the down arrow and see all four levels.
Click on ARTICLE II. Now click on the Plus sign. This says Expand. And you'll see that nothing is really happening, because this is already expanded. But if I click on the minus sign for collapse, it collapses the entire level. If I click on the plus sign again for expand, it expands that level. Go up to ARTICLE I and select the (a) and (b) sections, and you can promote and demote these levels by clicking on these green arrows. Promote going to the left will make this 1.3.
If I click again, it makes it ARTICLE levels--so level ones. If I click on the right arrow, I'll demote it to a LEVEL II; if I click again it demotes to a LEVEL III; click once more and it's a LEVEL IV. I can also click and drag to move to a different place. So if I want to move this down underneath of ARTICLE II, for example, I've got this selected already--two different paragraphs--and I am going to click and drag, and move it down underneath of ARTICLE II. And now I can promote the levels or demote the levels as needed.
When you apply styles to your document, you'll get all kinds of fringe benefits, including navigation tools that make working in your document even faster. By utilizing the power or styles, you can even use a Navigation pane and the Outline view to move, modify, promote, and demote heading levels.
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