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Using and assigning style keyboard shortcuts

From: Word 2010: Styles in Depth

Video: Using and assigning style keyboard shortcuts

Styles are fast and easy to use, given 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're a keyboard person. Many people that type all day feel that taking their hand off the keyboard to use the mouse slows them 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, given 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're a keyboard person. Many people that type all day feel that taking their hand off the keyboard to use the mouse slows them down. Word comes with lots of prebuilt keyboard shortcuts for your convenience.

Let's work with those first. Then we'll create some of our own shortcuts. You may remember, if you've been following along, how you can promote and demote heading styles using the Outline view. Word allows you to apply, promote, and demote heading styles using keyboard shortcuts. This document has the Intent Quote style applied throughout the entire document. If I go to View > Draft, you could see that. Let's set the document back to the Normal style by using the keyboard shortcut, and then we can apply the correct styles.

Let's select the entire document. Press Ctrl+A on your keyboard. I always think of that as "Ctrl+All" so I can better remember it. So now it's selected. We're going to use the keyboard shortcut Ctrl+Shift+N, as in normal, and notice that all of our styles are now set back to the Normal style. This keyboard shortcut can be extremely helpful. Now, select Introduction. We'll use the keyboard shortcut to apply our Heading 1 style.

Press Ctrl+Alt+1, not F1, but the number 1 on your keyboard, and the Heading 1 style is applied. Now select "Changes-In-Policy." We'll apply Heading 2. Press Ctrl+Alt+2 and Heading 2 is applied. Scroll down until you see Employment-Applications and select it. We'll apply Heading 3 by using the keyboard shortcut Ctrl+Alt+3. You can see that committing these shortcuts to memory can you save lots of time working on your future documents.

Using prebuilt shortcuts is timesaving, but think just how timesaving creating keyboard shortcuts for your own styles can be. So let's get started. Go back to the Home Ribbon and open up the Styles window. We'll create a keyboard shortcut for the HB Body Text style. So find HB Body Text, click on the down arrow, and select Modify. At the bottom of the dialog box, locate the Format button and click.

Select Shortcut key-- it's the second from the bottom. It automatically places us in the field box that says Press new shortcut key. Since this is Body Text, Ctrl+B would be a great shortcut. So when I press Ctrl+B, it says that's it's Currently assigned to: Bold. If I didn't notice this or it was currently assigned or something else and pressed Assign, it would write over that Ctrl+B for bold.

That wouldn't be a good idea. So be careful about assigning keyboard shortcuts over top of currently assigned keyboard shortcuts. Let's try Alt+B. Delete Ctrl+B and press Alt+B. It says it's currently unassigned, so I am safe to use it. Also notice that it says Save changes in: Normal, so that's the Normal template. I can also choose to just save this in this particular document.

I want it to be available in all my documents, so I can choose the Normal template. And then click Assign. It's very important not to click close yet until you press the Assign button. Once you press Assign, click on Close and click on OK. Now if I select any of my text--and I'll just select these three paragraphs here-- and I press Alt+B, Alt+B applies my HB Body Text style. What about to un-assign? Well, I can go back to my style, HB Body Text, click on the down arrow, go to Modify > Format >Shortcut Key, click on the Current key and then press Remove.

Click on Close and OK and now it's unassigned. Using and assigning keyboard shortcut to styles makes using styles even faster and speedier. 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 Style 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 a shortcut.

Shortcuts are self-contained, so to speak, and you can use them anywhere to apply a style.

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This video is part of

Image for Word 2010: Styles in Depth
Word 2010: Styles in Depth

45 video lessons · 11511 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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