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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.
You may sometimes find that you need to replace one style with another in your document. Perhaps you changed your mind and decided another style would look better or instead of having to tediously select and apply the style, you might have decided to use an old trick of the trade by allowing Word to do some of your work for you, which is what I will show you how to do now. In this particular document, if we take a look at this, and you have your Classic Styles box turned on up here, you'll see Normal. If I click over here, you'll see Normal, and this says California Intro.
So there are few paragraphs in here that have the Normal style - here's another one down here - turned on, that we want to search and then replace with another style. So we're going to let Word do that work for us. When you're using search and replace, it's important to first press Ctrl+Home - and actually I do Ctrl+Home+Home+ Home - just to be on the safe side. It will take you all the way up to the very, very top of your document. It's especially important when your document contains text boxes, like this one does.
When you need to search your entire document, you don't want it to stop, and what will happen is it will just stop along the way if you don't go to the very, very top and tell it to search your entire document. We're going to go from the Home tab to the Replace area over here. It's on the very very end of your screen. It says Editing. You'll see Find, Replace, and Select, and the middle option is what we want, Replace. The keyboard shortcut is Ctrl+H. Now, it says Find what? Well, we want it to find a style, but that doesn't seem to be an option here, so let's click on More.
From More, we are going to go to Format, we're going to go style, and what are we going to find? This is not in alphabetical order. We want to find the Normal style, and we want to replace it with - so click on OK - Replace with - click in that box, Format - another style. So we're going to Find what, style Normal. Replace with, style, and we want to replace it with the California Body style. It's the one that has alias of CB next to it and then click on OK.
Now, you have a couple of options here. You have Replace, Replace All, and Find Next. We've already taken a look at what it's going to replace. So if you've done that and you are sure of what it's going to replace - of course you can always do an undo. But we're going to say let's go for it. We're going to Replace All. So click on Replace All. It says, Word has completed its search, and it's found 4 replacements. We're going to click on OK and Close. And when we click on these paragraphs, you'll see here, California Body.
This one is California Body and the other four, there is one here, and I believe there is one on this next page even, it's replaced all of our styles with another. Now, can you think how much time that could save you on a 250-page document? This one is only a couple of pages long, but it really can be a timesaver. We've learned a quick and easy way of replacing one style with another throughout our document. This can be a truly handy tool, and beneficial trick of the trade, for Word style gurus like you.
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