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Whether it’s a short story, a product catalog, a technical manual, or a business report, every document needs a compelling format. Although the content and the length may differ, long documents have similar formatting challenges. In Word 2007: Formatting Long Documents, David Rivers uses his 20 years of training expertise to demonstrate efficient methods of formatting entire documents and making changes to specific sections and pages. He covers the details of how to use field codes and building blocks to streamline the workflow, and shares best practices for producing printed documents with a professional look. Exercise files accompany the course.
As you apply styles from various style sets of Word 2007 to existing content in a document, you may be tempted to create your own styles, because you can't find what you are looking for in a specific set of styles. That may be because you are not seeing all of the options, or you may indeed need to create your own style. We are going to explore both scenarios in this movie. Right now you can see I'm still working with my HumbugStyle document. In the previous movie, we marked some of our headings using the Heading 1 style.
So not only do we get the formatting, but they are also selected to appear in the table of contents and in Outline View. What we didn't see was a Heading 2 option for subheadings. Well, if I go up to my style set here and look at the quick Styles Gallery by clicking the dropdown, I do have a Heading 1 option, but I don't see any Heading 2. That doesn't mean that it does not exist. So before we create a new style called Heading 2, let's go over here to the right hand side of our Ribbon here in the Styles section, just click on that little dropdown to open up our Styles window.
Now here you will see a different way of viewing that list of styles available to you in the set, at least the visible ones. If you like to know what they look like, you can click in the little check box here to Show Preview. Now here we can see what a Heading 1 looks like, Intense Emphasis, we get a preview of it. We also need to scroll down to see the entire list. There is no Heading 2. Well, before we create a brand new style called Heading 2, there might be one that's just simply not showing up on our list. Let's go down to the bottom of this window. We have got the ability to create that new style, we will come back to that. We have the Style Inspector, which is very useful when examining the styles currently used in the document, but this little button over here, Manage Styles, is what we are going to select.
Now when we do that, the Manage Styles dialog box opens up. The recommend tab should be selected and down below you are going to see a number of styles that have (Hide Until Used) next to them. In other words, they don't show up on the list until we actually want to use them. We can also change that status here as well. I am going to scroll up to this alphabetical list until I get to the Hs here, because you will notice there are a number of headings. Now Heading 1 appears as a Heading 1, but you will notice there is Heading 2 all the way through 9 that are kind of faded. In other words, they are not showing up on the list, they are hidden until we want to use them. Well, I know that I want to use at least two levels. So I'm going to go to Heading 2 here and select it. Down below I can set whether the style shows when viewing recommended styles. I want to show it, so I'll click the Show button. It's now just like Heading 1 showing up on my list. I would like to do the same for Heading 3, just in case I need that third level of heading in my document. So I'm going to select it and go down to Show.
Now if there is any that do show up on the list that you don't need, you can choose to hide them until they are used. So let's go down to Heading 4, and we will show that. Now it will appear on my list, as soon as I'm done clicking OK here. You can see now I have Heading 3 and 4 showing up here as well. I'm going to turn off the preview, so you can see just the list. There is Heading 1, 2, 3 and 4. May be I don't use a heading 4. So let's go back down here to our button to select Manage Styles. Again, we will scroll to the Hs in our alphabetical listing here of styles. Heading 4, I can choose now to hide that until I actually need to use it. Now it won't appear on my list. When I click OK, it no longer shows up here.
Now it's just a matter of selecting the text. I'm going to go over here and double-click left of An Account of Humbugs, and choose the Heading 2 style. When I click on this, I'm going to see the actual formatting that comes with the Heading 2 style in this set of styles. Remember, we can make changes to the formatting of any style we want. We can even create our own styles. That's what we are going to do right now. Let's say we want another style for -- you can see down below I have got my P. T. Barnum here, and I have got a quote. Maybe I want my own quotes. Now I have got one here. So you can see that when I hover over it, it's got a certain font, a certain style attached to it, but maybe I want to use my own. So I'm call it Dave's Quotes.
In that case, I'm going to go over here to creating New Style. Just before I do that, remember I have got quotes here, and I might want to base it on that, just to save me some tome, but I can create a new style totally from scratch as well. Now here creating the New Style allows me to give it me a Name. Style1 appears here by default, it's selected so I can type right over it. I'm calling it Dave's Quote. Down below the type, in other words, is it going to format a word, is it going to format the entire paragraph? In this case I don't want paragraph formatting, because a quote may appear in a single sentence inside of a paragraph. So you can see some other options include Character, where I get to select the characters. It could be a Table or a List or it could be Linked.
I am going to go to Character though. This allows me to select specifically the text that's going to receive the style. Now I can base it on, here it is, Default Paragraph, or I start going in here and choosing all of my formatting, or I can click this dropdown and scroll down to Quote Char. You can see I have got it right here. When I select that, I see that the font is italic. I can see if there is a font color. Text 1. You can see some of the formatting that will be applied in this preview as well. So I have got some of it, I'm going to keep the same font and size, because I don't want to alter that. I want to keep a consistent look, but I might want it to be a different color, perhaps. So I'm going to go over here, and choose this dark blue color. There is the preview down below, what that's going to look like.
So that's good. I have been able to create a brand new style called Dave's Quote based on the existing quote style. Now I could have just formatted and made a modification to the existing Quote style, but I might want to use that as well. So I'm going to click OK, and now I have got my brand new style available to me. So when I come down here, and I go to highlight some of this text here, I can now format it. Once it's selected, I'm going to go over in the left margin and just click once, because they are both quotes. I'm going to use Dave's Quote. When I click on it, I now have the new formatting applied to both, just like that. When you are done with the Styles window, you can close it by clicking the Close button here, to get a good view of your document using your new style.
Now another option as I mentioned is to simply modify some of the existing styles. That's what we are going to explore in the next movie.
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