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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.
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.
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