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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.
Since Quick Style sets are automatically saved in individual templates and these template acts as a container for your style sets, you can easily create and save your own personalized custom set of styles. And you're not limited on the amount of styles that you can create. Let's take our example here of Cycle California. We will quickly apply the appropriate styles to the first page. The second page has already been done for us. So click on the Cycle California, and let's go ahead and open up our Style window.
We will apply CA Heading 1, and in the very first paragraph here we will apply CA Intro. For the paragraph that starts with "Both doctors," we are going to apply CA body. For the top paragraph in the second column, we will also apply our CA body. Cycling Packages, we'll apply the subtitle, CA Body Subtitle. And click in the paragraph at the bottom of the second column that says "Cycling is a fantastic way," and we will apply Body to that as well.
Now click anywhere in your table and then click on Design, and we're going to apply the very first style that's here, which is a custom style that we created called CAT. Now let's say that our scenario is that we're creating a catalog for Explore California. Cycle California is only one of several inserts will be receiving that will all need to be formatted the same way. Do we have to re-create the same styles again in order to use them in our other sections? Not with our Word style sets.
So the first thing I'm going to do is create all of my styles, and here they all are, so I'm really fast; they're done. We will just assume that I just created all of them. The next very important step is to make sure that all of the styles that I want to save as my new style set is in my Style gallery. So I'm going to have to do some cleanup and checking prior to saving this. I am going to go to the Home Ribbon. And here are the styles that are already in my gallery. There are some that I don't need, so I am going to get rid of Subtle Reference.
I'll say that I want to right-click here and remove from the Quick Style Gallery. I will also get rid of Graphics. I am going to do right-click and I am going to say Remove from our Quick Style gallery. Now what I want to do is add all of my styles to the Quick Style gallery that I want to become part of my Quick Style set. Most of them are already here, but I need to add California Phone Number. So I will do a right-click, and I'll choose Add to Quick Style Gallery. Also, I will need the California Splash box added, so I will right-click on it and also say Add to Quick Style Gallery.
Once I have removed the styles that I don't want and I have added the styles that I do want to the Quick Style gallery, I'm ready to go. So I am going to go up to Change Styles, go to Style Set, and choose Save as Quick Style Set. I will give it a name, and I am going to call this Explore Cali. Now notice down here it says Save as type, and it's set to Word Templates. It's very important not to change the default location where Word is storing the template; otherwise, your style set will not show up in your list.
It must be saved to this folder. So let's go ahead and click on Save, and we will open up a new document. We can use a keyboard shortcut Ctrl+N, and if we go up to Change Styles and Style Set you can see that your new styles that is available in your new document. And if you click on Explore Cali, your styles change. You also have them here in your Style gallery, and they're available for use. Now something important to remember: 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 came prepackaged with Word. For example, we can't swap out our new Explore California style set with one of Word's eleven built-in style sets and expect it to swap out heading 1's style because we named it CA Heading 1.
The easiest way to get this to work correctly if we want to use the functionality of swapping out our style sets is selecting our heading style and then updating Heading 1 to match the selection. To do that--here is our Heading 1-- first you'll apply CA Heading 1 so all of your attributes are applied, and then on your CA Heading 1 do a right-click and choose Update Heading 1 to Match selection.
If you try to rename CA heading 1 instead of doing it this way, what will happen is when I go into modify and I call this Heading 1, which, remember, is Word's pre-built name, and I click on OK, it will tell me that the style name already exists or it's reserved for a built-in style. Using the Update feature allows are formatting attributes to be assigned to Heading 1. In some cases, you may need to use the other style sets and swapping functionality. But for our example, we only need to use those styles in our other sections for our Explore California catalog.
We need to formatting to remain the same. In addition to saving the styles listed in the Quick Style gallery, themes such as color and fonts and also the document default settings are saved with your Quick Style sets. These should be set prior to saving your styles set, or you may not get the expected results when you are using the styles set in other documents. We've already reviewed themes in Chapter 1; for more information on setting your document default settings see the upcoming chapter on setting document default and template defaults.
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