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Word 2010 New Features
Illustration by Neil Webb

Reusing advanced formatting with styles


From:

Word 2010 New Features

with Gini Courter

Video: Reusing advanced formatting with styles

In most organizations, the percentage of documents that are printed is on the decline. There are many documents that are widely read but almost never printed, for example, e-mail messages, web pages, all the things created for Amazon Kindle or other e-book readers. Beginning eight years ago with Word 2002, Microsoft started redesigning Word to make it easier to create documents that would be easy to publish, web-ready documents that make use of Styles and Style Sets.

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Word 2010 New Features
1h 55m Appropriate for all May 12, 2010

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Word 2010 New Features shows how to use the features in Microsoft Word 2010 to proficiently create professionally formatted and richly illustrated documents. Author Gini Courter shows how to use its collaboration and saving tools and takes a complete tour of the Backstage file management system. The course also covers text effects and SmartArt layouts, improved image editing tools, and workspace customization options. Exercise files accompany the course.

Topics include:
  • Ensuring document compatibility
  • Managing documents with Backstage view
  • Recovering unsaved documents
  • Co-authoring in SharePoint
  • Adjusting pictures and adding effects
  • Inserting screenshots into documents
  • Reviewing and annotating directly in a document with a tablet computer
Subject:
Business
Software:
Word
Author:
Gini Courter

Reusing advanced formatting with styles

In most organizations, the percentage of documents that are printed is on the decline. There are many documents that are widely read but almost never printed, for example, e-mail messages, web pages, all the things created for Amazon Kindle or other e-book readers. Beginning eight years ago with Word 2002, Microsoft started redesigning Word to make it easier to create documents that would be easy to publish, web-ready documents that make use of Styles and Style Sets.

In Word 2007, a Style Set included three elements, a set of two fonts, colors and effects that would be applied only to objects; would never be applied to text. The expanded Style Set in Word 2010 includes paragraph spacing, and also supports the new text effects. First, let's have a quick review of how Style Sets work because many users haven't figured out yet how they should use Style Sets in order to be more efficient in Word 2007, or 2010.

If we select a document and we want to reuse the text in this document, or reformat it to meet a new style, all we need to do is change the entire Style Set. Every document has a Style Set, by default. If I choose, for example, Distinctive the entire document was just reformatted. Colors were changed, fonts were swapped out, paragraph spacing was changed, all by simply making one change from the default Style Set to this Distinctive Style Set. The same with Elegant, for example, or manuscript; all of these Style Set are different and give you radically different documents.

The ability to just change a document to make it look different isn't as exciting as the ability to create a Style Set and save it so that you can reuse that Style Set over and over again, and have the documents in your Office have a consistent look. Each document looks the same, or every document for a particular client or project looks the same, because they share a Style Set. So here's what's new. First, you'll notice that this text has a text effect applied, or half reflection type text effect. We can't save this as part of Style Set. As I change the Style Set, you'll notice that we had a reflection on this text all along.

But I'm going to select this text, and I'm going to say any place I have that text it's a Heading 1, and I'm going to Update Heading 1 to Match the Selection. So if I insert a new text as a New Heading and apply the Heading 1 style, it will apply not only the color and font size, but it will also apply that text effect, that reflection and I chose. If I apply another text effect to this text, for example, a glow, and I Update Heading 1 to match this style, notice that my New Heading is also automatically updated.

So I can save text effects as part of a Style Set, or as part of an individual Style. The other new attribute of a Style Set is my Paragraph Spacing. In Word 2007, I had to adjust paragraphs individually and assign that to a Style. So, for example, if I have a paragraph of text, I could say I'd like a No Spacing style, and it will tightened up, but there was no spacing style that addressed the needs of layout for the entire document.

In Word 2010, I have Paragraph Spacing sets that I can apply. So if I choose Paragraph Spacing, notice that there are 6 choices here. No Paragraph Space at all let's choose that and watch as the entire document gets reformatted to No Paragraph Space. And there's a Paragraph Spacing Set that's called Compact that has single spacing and then adds 4 points of spacing between paragraphs. Tight, which adds just slightly more room between paragraphs, but also increases the Line Spacing from 1 to 1.5, which is the new default for Microsoft Word.

Open, and note that each of these is taking up more space for the entire document. Relaxed, which is 1.5 Line Spacing, and 6 points after each paragraph. You can read those as you point to it, because there is a screen tip. And then finally, Double for double- spacing, which when you have 1.15 or 1.5 double-spacing is very, very large; it takes up a lot of space in a document. So let's say that I wanted to tighten up this document some. It's currently Relaxed. It's going to take up a fair amount of space, and its more space that I want.

So if I would to switched to Open, that simple change right here makes my document tighter and in some ways easier to read, because there were so much space in it that the reader's eye could get lost between one line and the next. So this is a nice piece of spacing right here. I'm going to now save this Style Set, the Style Set has all kinds of elements in it. It has the paragraph spacing that I chose; it has the fonts which I didn't change, and the colors which I didn't change. In this entire Style Set, then including my text effect that I'm going to apply to Heading 1, I'll save all together at onetime.

Choose Change Styles > Style Set, and at the bottom of the list I'm going to save all the elements that you see as a single Quick Styles Set. This would be saved in my template, so that I can apply this to any document that I open in a future, and I'm going to call this Glow. So if I were to create a new document now, and I wanted to apply the style, I will find that style listed right here in the center and can easily apply it. In the meantime, I can simply return to another Style Set if I wish and change almost all of those elements.

If you use Styles and Style Sets to format your Word document, you can quickly and easily reformat text for any other use, or you can take documents that you created two or three years ago, restyle them and quickly reformat them to look more contemporary. The expanded Style Set capabilities in Word 2010 make it even easier to quickly reuse paragraphs, sections or entire documents.

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