Using and assigning style keyboard shortcuts
Video: Using and assigning style keyboard shortcutsStyles 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.
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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
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.
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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