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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.
You may sometimes find that you need to replace one style with another in your document. Perhaps you have changed your mind, or you decided another style will 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 the work for you, which is what I'm about to show you in this movie. Notice that the Normal style has been applied to all of the body text in our document here. I can tell the Normal style has been applied by clicking in the paragraph and then looking at the classic Style box up here at the top that we added in a previous movie.
So the Normal has been applied to each one of our body text styles. All of the instances of the Normal style need to be set to the California Body style. Let's let Word do the work for us by using Search and Replace. When you're using Search and Replace, the first thing to do is be sure that you're at the very top of your document. To go to the very top of the document, press Ctrl+Home. Making sure you're at the top of your document is especially important when your document contains text boxes, like this one does, and when you want to search the entire document; otherwise, Word may only search through one text box for your style, and that is not what we want-- we want it to check our whole document.
Press Ctrl+H on your keyboard to open up the Find and Replace dialog box. It will take you to the Replace tab. Our first box here says Find what. Click on that box and then click on More. What we want to find is the Normal style. So click on Format, go down to style and start to type the word Normal. If you just press a letter N, it will take you to the N's, and we will find the Normal style and click on OK. Notice that it now says Find what.
There's nothing in this box, but underneath, it says Format, Style: Normal. Click on the Replace with box. We want to replace it with the California Body style, so again go to Format, Style, and this time type in the letter C for California. And we want the California Body style, click on OK, and now it's says Replace with, Format, Style: California Body. Make sure the Search Options here are set to Search All.
You can use the Replace option to replace one instance at a time if you're not certain what Word will find and replace. If you are sure what styles are in place and exactly what it will replace, then go ahead and go for it, using the Replace All option. Since we have already checked our document and we know which styles it will replace, let's go for it. Select the Replace All option. It tells us that Word has completed its search, and it's replaced six of our styles.
Click on OK and then click on Close. Now all instances of the Normal style have been replaced for us. Just think how much time that could save you in a two-hundred-and-fifty-page document. We have learned a quick and easy way of replacing one style with another throughout our document. This can truly be a handy tool and a beneficial trick of the trade for Word style gurus.
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