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Using and assigning style keyboard shortcuts

From: Word 2007: Styles in Depth

Video: Using and assigning style keyboard shortcuts

Styles are fast and easy to use, especially with all the tools available, such as the Styles pane, Classic Word 2003 Style box, aliases for quick application, and the Style gallery. But there is yet another even faster way of applying styles, most especially if you are a keyboard person. People that type all the time know that taking your hands off the keyboard to use the mouse slows you down. Word comes with lots of prebuilt keyboard shortcuts for your convenience.

Using and assigning style keyboard shortcuts

Styles are fast and easy to use, especially with all the tools available, such as the Styles pane, Classic Word 2003 Style box, aliases for quick application, and the Style gallery. But there is yet another even faster way of applying styles, most especially if you are a keyboard person. People that type all the time know that taking your hands off the keyboard to use the mouse slows you down. Word comes with lots of prebuilt keyboard shortcuts for your convenience.

Let's work with these first. Then we'll create some of our own shortcuts. Now you may remember, if you've been following along, how you can promote and demote heading styles using the Outline view. Word also allows you to apply, promote, and demote Heading styles using keyboard shortcuts. Click anywhere in the paragraph that says "Orange County Oasis." Since it's in a textbox, you may have to click twice. On your keyboard, we are going to use the keyboard shortcut, Ctrl+Alt+1.

Now, what we've done is just applied the Heading 1 style, and we could tell, if you've turned on your Classic Styles box, it's up here at the top. We did turn that on in an earlier movie. So I can see that it says Heading 1 here. If I do Ctrl+Shift+S on my keyboard, I'll open up my Apply Styles box, and I can see that it says Heading 1 there, as well. Click on "Orange County Oasis," and then do Ctrl+Z. That's going to undo what we just did. You'll see that the Apply Styles box now has Ca Body Subtitle.

Let's try it again. Ctrl+Alt+1, and it's back to Heading 1. Now try Ctrl+Alt+2. That's a Heading 2. If you do Ctrl+Alt+3, guess what that's going to do? Yes, that's going to be Heading 3. One of the built-in keyboard shortcuts that I use the most is Ctrl+Shift+N, and what this does is it will reset your style back to the Normal style.

So if you hold down the Ctrl key and your Shift key, and press the letter N for Normal, it'll reset back to the Normal paragraph style. You can see that committing these to memory can save you lots of time of working on your future documents. Using prebuilt shortcuts is time- saving, but think just how time saving creating keyboard shortcuts for your own styles can be, especially if you use them all the time. Let's get started. We are going to open the Styles pane.

You can either use the Expand button, or your handy-dandy keyboard shortcut: Alt+Ctrl+Shift+S. When you are using styles, that is certainly one to commit to memory. We are going to find the Ca Body style. Here is mine right here. Hold your mouse over it, and then click on the down arrow, and choose Modify. From Modify, we are going to go to Format, and look what's right here at the bottom: Shortcut key. So click on Shortcut key, and let's say it's a body style, so let's use Ctrl+B. Now, look what happens.

It says down here, it's currently assigned to bold. If I chose to assign this right now to bold without looking here that it's already assigned to bold, every time I do Ctrl+B, and I think I am going to bold something, it's going to apply my style. I probably wouldn't want to use that. You can, but you probably wouldn't want to. So hit your Backspace key to get rid of that. Let's try Alt+B, instead. Now, it says that it's currently unassigned. We'll use it.

We are going to click on Assign. One of the mistakes I make is clicking on Close here, and I never assigned it. So make sure that you hit the Assign key first, and that it says it's assigned here, Current keys Alt+B, before you click on Close; otherwise, nothing happens. Now, equally important: If you want this keyboard shortcut for this style to be available in all your new documents, you have to click this option, New documents based on this template, which in most cases will be the Normal template.

You have to click on this; otherwise, what's going to happen is you'll end up with a keyboard shortcut but no associated style in your Normal template. So when you do your little Alt+B, nothing happens because there is no style to apply. Go ahead and click on New documents based on this template, and click on OK. Click where it says Nestled along here, anywhere in that paragraph, and press Alt+B, and there you go. What if you decide you want to un-assign that? Maybe you want to use it for something different.

We are going to find our Ca Body style. We are going to click on the down arrow. Go to modify. Remember, it's underneath the Format, Shortcut key, and there is your Alt+B here. Click on it. When you do, you have the option to remove. Click on Remove and then click on Close, and then click on OK. Using keyboard shortcuts can be even faster than assigning aliases to your styles and using them in the Apply Styles box or the Classic 2003 Styles box.

The reason it will be faster is with shortcut keys, you don't have to move your cursor into one of those dialog boxes prior to typing the shortcut. Shortcuts are self-contained so to speak, and you can use them anywhere, anytime to apply to a style.

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This video is part of

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

43 video lessons · 6642 viewers

Mariann Siegert
Author

 
Expand all | Collapse all
  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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