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Setting font, document, and template defaults in Word 2010

From: Word 2010: Styles in Depth

Video: Setting font, document, and template defaults in Word 2010

Starting in Word 2007 and continuing in Word 2010, setting defaults for documents and templates became a different animal. The reason is, beginning in Word 2007, Microsoft 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, we resorted to changing the Normal style--but that's all changed. Now styles, document defaults, and themes all work hand in hand.

Setting font, document, and template defaults in Word 2010

Starting in Word 2007 and continuing in Word 2010, setting defaults for documents and templates became a different animal. The reason is, beginning in Word 2007, Microsoft 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, we resorted to changing the Normal style--but that's all changed. Now styles, document defaults, and themes all work hand in hand.

Let's say we need to change the default font. Start with a new document and type in "=rand()" and press Enter. Now open the Style pane. All paragraphs are using the Normal style. Look at our Font settings for Normal. It says it's using the Font: (Default) +Body (Calibri). Be aware of the word Body next to the font name. Look at the other Normal style settings. It's got the Alignment: Left, the Spacing is Multiple at 1.15 lines, After is 10 points.

It's got Line and Page Breaks of Widow/Orphan control and Style is set to style Quick style. Microsoft made the decision to use Calibri as the default font, because a lot of reading is now done on the monitor as opposed to hard copy. They said they chose Calibri because of the fact that it's clean and it's easier to read on your monitor. The problem is that lot of people need to use other fonts by default, such as Times New Roman. The document defaults used to be hardwired in versions of Word prior to Word 2007, but now we can get to those default settings and we can set our own defaults.

From the Style pane, go to Manage Styles. Then click on the tab for Set Defaults. Here is where you can see that the font is set to +Body. When I first saw this, I thought, "So what is +Body?" Well, let me show you. Let's change it to Times New Roman. Then click on OK and hover over Normal. You'll see that the default font is now set to Times New Roman. And you may have noticed that most of the styles in your Style window have changed to Times New Roman as well.

That's because most styles are based on the Normal style. Go back to Manage styles. Underneath of your Set Defaults, notice that we set this for this document only. Our other option is all new documents based on this template, which will save your default settings to all new documents that are based on the Normal template. So you do have that option as well, for all of your documents going forward. Go ahead and cancel here and select the first paragraph and apply Heading 1.

Hold your mouse over Heading 1 from the Style window. You'll see that the default font is set to +Headings, and it's set to Cambria, although at the very bottom of this dialog box, you'll see that it's based on the Normal style. Although this style is based on the Normal style, the font isn't Times New Roman. This is because Word has two different default fonts set up: one for Body styles and the other for Heading styles--the Calibri font for body and Cambria for headings.

This is where font themes come in. Font themes were introduced in Word 2007. Let's change the document default back to +Body. So go down to Manage styles, go to the very top of this Font screen, and click on +Body, and then click on OK. +Body is a variable based on the font theme default. Let's change the font theme to Office Classic. Go to Page Layout and underneath the Themes, go to Fonts, and we'll choose Office Classic.

The fonts will be set to Arial and Times New Roman. Times New Roman will be the body and Arial for the headings. Now, if I hover over the Normal style, you'll see that the font is set to +Body (Times New Roman). And if we go down to Manage styles, your Set Defaults are set to +Body, and it's Times New Roman, and +Headings are going to be Arial. The Normal style is based on document defaults, and the document defaults are based on font themes.

Go ahead and do a cancel here. What if you want to change both the heading and the body to Times New Roman? You can go to Change styles from the Home Ribbon > Change styles, go down to Fonts, and select Create New Theme Fonts. Change the Heading font to Times New Roman and then change the Body font to Times New Roman, which it already is. And then click on Name, delete the name out of here, and just give it a name that you'd like.

Let's call it Times New Roman and click on Save. This even affects our style sets. If I go up to Change Styles and I go up to Style Sets, each one of these are designed to use the default font settings. So now those are Times New Roman, each of these will be using Times New Roman. You can even set a particular font theme as a default. Once you select the theme you want to use, you can then choose Change Styles and then down at the bottom here you'll see Set as Default.

When you go to a new document and you type, it will be in Times New Roman. Let's change our Font Theme back to the default, which is Office. So go back up to Fonts, under Change Styles, and we'll choose Office. So what we've learned is that the Normal style is based on document defaults, and the document default font is based on the default font theme. Each of these is closely related, and they work hand in hand.

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This video is part of

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Word 2010: Styles in Depth

45 video lessons · 10827 viewers

Mariann Siegert
Author

 
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  1. 2m 3s
    1. Welcome
      1m 22s
    2. Using the exercise files
      41s
  2. 28m 17s
    1. Why use styles?
      4m 22s
    2. Creating your first style
      3m 16s
    3. Displaying styles in use with the Style area
      4m 5s
    4. Viewing formatting applied to a style
      3m 39s
    5. Learning about the five types of styles
      5m 43s
    6. Understanding how themes relate to styles
      7m 12s
  3. 23m 49s
    1. Using the Styles window to apply styles
      3m 31s
    2. Applying styles using the Apply Styles box and alias names
      3m 31s
    3. Using the classic 2003 Style box
      5m 4s
    4. Replacing one style with another using Find and Replace
      3m 27s
    5. Using table styles to add professional design
      2m 10s
    6. Formatting numbered and bulleted lists using styles
      6m 6s
  4. 34m 13s
    1. Understanding naming conventions and aliases for styles
      2m 46s
    2. Creating a paragraph style by example
      6m 57s
    3. Creating a character style
      7m 6s
    4. Creating a new style by definition
      5m 17s
    5. Creating a style from similar formatting
      2m 53s
    6. Making a custom table style
      4m 16s
    7. Basing one style upon another
      4m 58s
  5. 9m 33s
    1. Updating a style to match selected text
      2m 43s
    2. Automatically modifying styles
      4m 25s
    3. Modifying table styles
      2m 25s
  6. 9m 29s
    1. Applying styles with a click
      3m 21s
    2. Saving a selection as a new Quick Style
      2m 26s
    3. Adding and removing styles in the Quick Styles gallery
      3m 42s
  7. 19m 20s
    1. Formatting an entire document with one click
      1m 57s
    2. What makes Quick Style sets work?
      5m 15s
    3. Saving custom styles as a new Quick Style set
      6m 13s
    4. Exploring the new Word 2010 paragraph spacing
      5m 55s
  8. 13m 20s
    1. Applying styles to build a table of contents
      6m 30s
    2. Generating a table of contents from applied styles
      4m 15s
    3. Modifying built-in table-of-contents styles
      2m 35s
  9. 17m 28s
    1. Copying styles between documents and templates
      5m 58s
    2. Copying and pasting styles between documents
      4m 2s
    3. Deleting unneeded styles and Quick Style sets
      4m 10s
    4. Renaming styles
      3m 18s
  10. 13m 18s
    1. Navigating using styles
      5m 34s
    2. Using and assigning style keyboard shortcuts
      5m 18s
    3. Printing a list of styles and keyboard assignments
      2m 26s
  11. 21m 7s
    1. Setting font, document, and template defaults in Word 2010
      6m 28s
    2. Setting sort order and styles to show
      6m 47s
    3. Editing, hiding, recommending, and restricting styles
      7m 52s
  12. 19s
    1. Goodbye
      19s

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