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Setting sort order and styles to show

From: Word 2007: Styles in Depth

Video: Setting sort order and styles to show

A nice feature included in Word 2007 is the Styles Option component. Once you begin using styles to their full capacity, your style list may become rather large. The Styles Options feature makes it easier to use your styles when they're sorted the way you work best, and you can select which styles you want to view, along with several other added bonuses, which we'll explore. We're going to begin by opening up the Styles pane. In the Styles pane, you'll see an Options button on the very far right.

Setting sort order and styles to show

A nice feature included in Word 2007 is the Styles Option component. Once you begin using styles to their full capacity, your style list may become rather large. The Styles Options feature makes it easier to use your styles when they're sorted the way you work best, and you can select which styles you want to view, along with several other added bonuses, which we'll explore. We're going to begin by opening up the Styles pane. In the Styles pane, you'll see an Options button on the very far right.

Click on it, and it says, Select styles to show, styles In use and As Recommended, at least that's what mine say at this time. Yours might be a little bit different. Let's change those around. Right now, we could see the ones that are In use. Let's change this to All styles, and let's change this bottom option here from Recommended to Alphabetical, and then click on OK. Now, here are all the styles that you have available for you. These are built-in styles, and these are the Index styles.

You've got List styles, Bullet styles all kinds of styles and styles that you've added to the Normal template. There's even TOC styles down here at the bottom. Now go back to Options and change this Select how the list is sorted to By type and then click on OK. I like this view because it has all of your styles in order by the type of style they are. So up here at the top where the little a is, that's all the Character styles, then you have your Link styles next, with the paragraph mark and the little a.

And if you keep going down, you'll see the paragraph mark. That means those are Paragraph styles. You may notice that there's a few things missing, such as Table styles. Press Ctrl+Shift+S on your keyboard, and you'll see the Apply Styles box pop up. In this list, it's also being sorted by what you're choosing, but there's a few differences. Now, this is by type. You've got all there your little as and then your Link styles and then your Paragraph styles, but you might notice these are your Table styles.

So the Table styles are in your Apply Styles list, whereas they're not in the Styles pane. When you go all the way down to the end, you'll see four, or maybe more if someone's added them, List styles at the very bottom, too. So, all your styles are in the Apply Styles box. There's another one that I wanted to show you guys. Underneath the Options here, you've got Select how list is sorted here, and you might have noticed As Recommended, and you also have Recommended up here underneath this Select styles to show.

So, I can say Recommended and As Recommended. Who recommended them? Well, it might have been recommended by Microsoft and come prepackaged as recommended, or it may have been someone else that worked on your document prior to you, or perhaps you're the one that did the recommending. Now, Recommend is based on a numbering system. For example, number one would hold higher priority over number two. The Recommend option is located under the Manage Styles option, and we'll be going into more detail about the Recommend feature in an upcoming movie.

Another helpful feature in the Style Option box is the Show next heading style when previous style is used. Go ahead and do a cancel here, and we're going to open up a new document by pressing Ctrl+N on your keyboard. Open up the Styles pane, and we're going to go to the Options button, down here at the bottom, and we're going to select styles here to show. This is going to be set to In current document and then Select how list is sorted, we're going to choose Alpha.

Check this box, or make sure it's checked, that says Show next heading level when previous level is used, and then click on OK. Type in =rand() and then press Enter. You might notice right now that Heading 1 and Heading 2 are showing right now in our Styles pane. If we click on this very first paragraph and we apply Heading 1 and then we click on the second paragraph and apply Heading 2, now Heading 3 is showing.

If we go to the third paragraph and select Heading 3, Heading 4 shows up. So that's what this option here for Show next heading when previous level is used option will do for you. If I had that turned off, they wouldn't be showing up like that. It helps your Styles pane from being too cluttered up. Now, go ahead and cancel here. We're going to close this document and go back to our exercise file. Now, go to the Options, and we're going to choose at the top, In use, and then we're going to take the Select how list is sorted, and we're going to change that to Alphabetical and then, where it says Hide built-in name when alternate name exists, click on that and then click on OK.

These are going to be your aliases. If you hold your mouse over this top one that says AT, you could see the name of the style is actually Agree Title, and the alias is AT. BT is Body Text. So it'll only show the aliases in your list. These changes also apply to your Apply Styles list over here, as well. So you could see AT and BT, and here's one down here in alias of R. Now, one more important thing: If you go to Options and you look down here at the bottom, notice that you do have the option to say, New documents based on this template.

If you only select in this document, you'll make these changes to the current document and only for this document, and it will be saved with this document, or if you choose this other option here for New documents based on this template, all of your new documents going forward will have these options available, and you don't have to make these changes every time you open a new document. Sorting styles the way you want to see them makes working with styles faster and easier. There's no right or wrong way, although on second thought, actually there is; the right way is to set these options how you work best.

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This video is part of

Image for Word 2007: Styles in Depth
Word 2007: Styles in Depth

43 video lessons · 6661 viewers

Mariann Siegert
Author

 
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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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