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Word 2007: Styles in Depth

Saving custom styles in a new Quick Style set


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Word 2007: Styles in Depth

with Mariann Siegert

Video: Saving custom styles in a new Quick Style set

Since Quick Style Sets are automatically saved as individual templates, and these templates act as a container for your styles, you can easily create and save your own personalized custom sets of styles, and you're not limited on the amount of style sets you create. Let's take our example here of Cycle California. We'll quickly apply the appropriate styles to the first page. The second page is already done for us. We're going to select anywhere in Cycle California here.
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  1. 2m 27s
    1. Welcome
      1m 35s
    2. Using the exercise files
      52s
  2. 22m 26s
    1. Why use styles?
      4m 25s
    2. Creating your first style
      4m 3s
    3. Displaying styles in use with the Style area
      3m 59s
    4. Viewing formatting applied to a style
      4m 24s
    5. Overview of the five types of styles
      5m 35s
  3. 28m 27s
    1. Using the Styles pane to apply styles
      5m 9s
    2. Applying styles using the Apply Styles box and alias names
      3m 54s
    3. Using the classic 2003 Style box
      4m 58s
    4. Replacing one style with another using Find and Replace
      3m 22s
    5. Using table styles to add professional design
      2m 58s
    6. Formatting numbered and bulleted lists using styles
      8m 6s
  4. 34m 3s
    1. Naming conventions and aliases for styles
      2m 53s
    2. Creating a paragraph style by example
      7m 21s
    3. Creating character styles
      6m 12s
    4. Creating a new style by definition
      5m 56s
    5. Basing one style upon another
      6m 13s
    6. Making custom table styles
      5m 28s
  5. 18m 33s
    1. Updating a style to match selected text
      3m 49s
    2. Modify styles using the Style Inspector
      7m 0s
    3. Automatically modifying styles
      3m 41s
    4. Modifying table styles
      4m 3s
  6. 12m 56s
    1. Applying styles with a click
      4m 29s
    2. Saving a selection as a new Quick Style
      2m 55s
    3. Adding and removing styles in the Quick Styles Gallery
      5m 32s
  7. 16m 50s
    1. Formatting an entire document with one click
      3m 17s
    2. What makes Quick Style sets work?
      6m 25s
    3. Saving custom styles in a new Quick Style set
      7m 8s
  8. 15m 15s
    1. Applying styles to build a table of contents
      7m 8s
    2. Generating a table of contents from applied styles
      5m 0s
    3. Modifying built-in table of content styles
      3m 7s
  9. 7m 26s
    1. Defining and using a new list style
      7m 26s
  10. 15m 10s
    1. Copying styles between documents and templates
      6m 56s
    2. Deleting unneeded styles and Quick Style sets
      4m 39s
    3. Renaming styles
      3m 35s
  11. 13m 46s
    1. Navigating using styles
      5m 4s
    2. Using and assigning style keyboard shortcuts
      5m 49s
    3. Printing a list of styles and keyboard assignments
      2m 53s
  12. 17m 26s
    1. Setting font, document, and template defaults in Word 2007
      6m 26s
    2. Setting sort order and styles to show
      6m 22s
    3. Editing, hiding, recommending, and restricting styles
      4m 38s
  13. 13s
    1. Goodbye
      13s

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Word 2007: Styles in Depth
3h 24m Intermediate Jul 21, 2010

Viewers: in countries Watching now:

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.

Topics include:
  • 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
Subjects:
Business Word Processing
Software:
Word
Author:
Mariann Siegert

Saving custom styles in a new Quick Style set

Since Quick Style Sets are automatically saved as individual templates, and these templates act as a container for your styles, you can easily create and save your own personalized custom sets of styles, and you're not limited on the amount of style sets you create. Let's take our example here of Cycle California. We'll quickly apply the appropriate styles to the first page. The second page is already done for us. We're going to select anywhere in Cycle California here.

We'll turn on our Styles pane. We're going to apply CA Heading 1. In this very first paragraph here that starts with "Cycling is," just click once, and choose Ca Intro. "Both doctors" down here is the Ca Body style, "way Bicycling" at the top-right is going to be a Ca Body. "Cycling Packages" is going to be a Ca Body Subtitle.

Last but not least, "Cycling is a fantastic way," click on that paragraph. Again, that's a Ca Body. So we have this styled the way that we want. Let's say our scenario is that we're creating a catalog for Explore California. Cycle California is only one of several inserts we'll be receiving, that all need to be formatted the same way. Do we have to re-create those same styles again, in order to use them in other sections? Not with Word style sets. The first thing you want to do is create all of your styles.

We're going to pretend that you just created all of them for your document. The very next important step is to make sure all of your styles that you want saved as your new style set is in your Style gallery. So now we have all of our styles here within our Styles pane, but some of them that we need are not included in the Styles gallery. So what we want to do is clean up and housekeeping things, too. We want to remove styles we don't need and add the styles we do.

So click on the down arrow - that's the little More button here - to open up the Style gallery. The first thing we're going to do is remove a few of the styles we don't need. So let's say we don't need No Spacing. We don't need No Spacing, so do a right-click. We're going to say Remove from Quick Style Gallery. We're also going to remove Strong, so do a right-click, Remove from Quick Style Gallery. We don't need Intense Quote, so right- click, Remove from Quick Style Gallery, and you would continue on - we don't need Book Title for sure - until you removed all of the different styles that you don't need from the gallery, and then we're going to add a few that we do need.

Now down here in your Styles pane, we have Ca Intro. We do need that one, so click on it in the Styles pane, then do a right-click, and we're going to select Add to Quick Style Gallery. Now it's added up here in our gallery. Once we have it exactly as we want it, we'll save it. Go to Change Styles, click on the little button next to it, and then go to Style Set, and choose Save as Quick Style Set.

We're going to give it a name. The name is going to Explore Cali. Notice that it says Save as type right here. It says Word Templates. It's not a Word document. It's a template. It's very important not to change the default location where you're storing the template; otherwise, your style set will not show up in your list. It must be saved to this folder. Then just click on Save. Now we're going to open up a new document.

So click anywhere in your document, just to make sure that it's got your focus, and then do Ctrl+N. Now go to Change Styles, and go to Style Set, and you'll see your new style set, Explore Cali, and click. Look, your gallery has changed up here. Go ahead and open up your Style pane as well, and here are all your styles that are available. You can now use all of your own styles directly from the Style gallery, and apply as needed.

Something important to remember, and as mentioned previously: If you want to be able to exchange one style set with another, you must name your styles using the same naming conventions that come prepackaged with Word. For example, we can't swap out our Explore California style set with one of Word's 11 built-in style sets and expect it to swap out our Heading 1 style, because we named ours Ca Heading 1, and it's right here, so you'll see it in your list. Remember, Word's naming convention is just Heading 1.

The easiest way to get this to work correctly is if we want to use the functionality of swapping out our style sets is selecting our Heading style, and then use the update Heading 1 to match section function. Let me show you how to do that. We're going to select Ca Heading 1 here. Now you may want to turn on your paragraph marks, if you don't have them turned on already. You can do that up here on the Home tab. It looks like a little paragraph mark. We'll turn it on and off. You can see that the California Ca Heading has been applied here.

Now what we want to do is we want to update our Heading 1 to match the selection. So we're going to go down the Heading 1, do a right-click and choose Update Heading 1 to Match Selection, and there you have it. Now that will work. If I tried to go the other way, let's say that I wanted to rename Ca Heading 1 to Heading 1, watch what happens. I'm going to do a right-click and Modify, just like I did earlier. I'm going to take off the Ca.

I'm just going to name it Heading 1. When I click on OK, Word tells me the style name already exists, or is reserved for a built-in style. So just click on OK, and you can do a cancel here. In some cases, you may need to use the other the style sets in swapping functionality, but for our example, we only need to use these styles in our other sections for our Explore California catalog, and we need the formatting to remain the same. In addition to saving the styles listed in the Quick Style Gallery, themes such as colors and fonts, and also the document default settings, are saved with your Quick Style Sets.

They should be set prior to saving your style set, or you may not get the expected results when you're using the style set in other documents. For more information on setting these options, see the upcoming movie Setting Document and Template Defaults.

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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