Setting font, document, and template defaults in Word 2007
Video: Setting font, document, and template defaults in Word 2007Word 2007 is a different animal than previous versions of Word when it comes to setting defaults for documents and templates. The reason is Word 2007 introduced themes, and also uncovered the Document Defaults option. The Document Defaults used to be hard-coded into the application, and we couldn't modify or change them, therefore, resorting to changing the Normal style. In Word 2007, styles, document defaults and themes all work hand-in-hand.
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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.
- 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
Setting font, document, and template defaults in Word 2007
Word 2007 is a different animal than previous versions of Word when it comes to setting defaults for documents and templates. The reason is Word 2007 introduced themes, and also uncovered the Document Defaults option. The Document Defaults used to be hard-coded into the application, and we couldn't modify or change them, therefore, resorting to changing the Normal style. In Word 2007, styles, document defaults and themes all work hand-in-hand.
Before we begin, let's go up to Change Styles, go to Fonts and make sure that Office, the one that says Cambria Calibri, is in use, and then go back up to Change Styles and make sure it says Set as Default. That's what Word comes prepackaged with. What we're going to do in our new document is type in =rand() and press Enter. Straight out of the box, Office comes with Calibri (Body) as its default font.
Let's open up the Style pane and go down to the Normal style and click on the down arrow and choose Modify. Look at the font settings. Again, it says Calibri (Body) and it's 11 points. That is the default font, because a lot of reading is now done on the monitor as opposed to hard copy. Microsoft said they chose Calibri because of the fact that it's a clean font, and it's easier to read on your monitor. The problem is is a lot of people need to use other fonts by default, such as Times New Roman.
Go ahead and close your Normal style here. Now, remember the document defaults used to be hardwired in previous versions of Word, but Word 2007 opened this up. Now where it's opened up is underneath the Manage Styles button down here at the bottom of your Styles pane, and if you click on this button and go to Set Defaults, these are those hard-coded, or what used to be hardwired into Word, defaults. It says here, +Body.
When I first saw this I thought, so, what is +Body? Well, let me show you. Change this to Times New Roman, and you could just type it in. As soon as you start to type times, Times New Roman should pop up. So just select it and then click on OK. Notice that your Normal style, which is in use here, is now using Times New Roman. It doesn't have body next to it; it just says Times New Roman. So that's now hardwired into our system, so to speak, by the default.
So the Normal is based on your document default. One other little thing: Let's apply Heading 1 to the first paragraph. Notice that it says Cambria and Headings. So just as the other one had in parentheses Body, this one has Headings. Although this style is based on the Normal style, the font isn't Times New Roman. Word 2007 has two default fonts set up: one for Body styles and the other for Heading styles.
The Calibri font, of course, is for Body styles, which we saw in Cambria for headings. This is where the font themes come in. Font themes are also new in Word 2007. Let's change our document default back to +Body. So go back down to your Manage Styles button, and we're going to change this, just scroll all the way up to the top and you'll click on +Body. See, you also have +Headings down here. We're going to click on OK. Are you still wondering about that +Body? +Body is a variable based on the font theme default.
So, let's change the font theme. We're going to change it by going up to Change Styles, and we're going to go to our Fonts. We're going to change this to Office Classic. That's the one that says Arial and Times New Roman. Choose it, and now notice up here at the top you've got Arial (Headings), because we're in the Heading 1. If you go down to any of your Normal paragraphs, you'll see that Times New Roman does say Body again over next to it, as does Arial (Headings).
That is what those +Body and +Heading mean. They're grabbing these from the default themes. In Word 2007, the Normal style is based on the document defaults, and the document defaults are based on the font themes. What if you want to change both Heading and Body to Times New Roman? You can change the styles by going up here to Change Styles, and we're going to change the Font Theme, and let's say we want to change both. So we're going to go down to Create New Font Themes.
Heading font, we can change that to Times New Roman. You could find it in your list, or it might be easier just to start typing it in. Find Times New Roman and then give it a Name. Let's just call it Times New Roman and then click on Save. What if you want all of your documents to be based on this? So you've got Times New Roman (Heading) up here, this is Times New Roman, but you want this to be available in all of your documents. Then you're going to Change Styles and choose Set as Default.
There is one other thing, too. If you go to the Manage Styles button and you go to the Set Defaults, if you want to change it to something in here and hardwire it in instead of changing your theme, you can choose all New documents based on this template, and then from now on, whatever your defaults are will be used in all your new documents going forward. Now, do a cancel here. We're going to go back up to Change styles, go back to Fonts, click on Office, and we're going to use this as our default again.
So we're going to go up to Change styles now, choose Set as Default, and that will now be our default again. So what we've learned is that the Normal style is based on the document defaults, and the document defaults font is based on the default font theme. Each of these closely are related, and they work hand-in-hand together.
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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