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Learn how to use Word styles to help save time in creating consistent and well-designed documents. Author Mariann Siegert demonstrates how to create, apply, and modify styles, as well as how to format documents with styles. The course also covers generating tables of contents, building Quick Styles and style sets, and restricting styles in protected documents.
If you are a veteran Word user, you may be wondering what happened to--or perhaps frantically searching for-- the classic Word Styles box. In Word 2007, Microsoft added the Apply Styles box to replace the classic Styles box. During pilot testing, they found that a lot of veteran users pleaded for it to be returned, so Microsoft complied, and they put in the ability to add it to your Quick Access Toolbar. You may find after using the Apply styles box that you don't need it, or like myself, I like having the opportunity to use both.
As always, work the way that works best for you. So, where is it, and how do I turn it on? Well, it's part of the Quick Access Toolbar. So click on the little line with the arrow pointing down up here at the top in your Quick Access Toolbar and then select More Commands. Scroll down underneath of Popular Commands until you find Style and then click on Add. Click on OK, and that's all there is to it. Here is your classic 2003 Styles box now located on your Quick Access Toolbar.
When you get out of Word and get back in, it will still remain on your Quick Access Toolbar. The keyboard shortcut Control+Shift+S used to open the classic Style box, but now it opens the Apply style box. But there is a way to find out what the shortcut is for your classic Style box. Click anywhere in your document and then hold down and press your Alt key on your keyboard until you see a set of numbers and letters. Each one corresponds to either a menu item...
The number 4 on my computer corresponds with the classic Style box. Yours may be different than mine, depending on how many things that you've added to your Quick Access Toolbar. Keep that number in mind, as we will be using it later. When you want to use the shortcut keys, you don't just press, let's say the number 4 in my instance. Each one of these numbers and letters are associated with a combination of Alt and the number or the letter. So to get to my classic Styles box, my keyboard shortcut would be Alt and the number 4; and it's not F4, as in the function keys--it's just the number 4.
Now let's use that to apply a style. Scroll down to the second page. Click on California Calm. And we are going to apply California Heading 2 using our classic Style box, and we will also use the alias for a California Heading 2, which is Ch2. I am going to close my Apply Styles box and then just press Alt+4 on my keyboard. And remember, your keyboard shortcut may be different than mine.
Type in the alias of Ch2 and then press Enter, and our style has been applied. One thing I love about the classic Styles box is that you can hold down your Shift key and click on the down arrow to view all of your available styles. This means that not only can you see paragraph styles and your link styles, your character styles, but you can also see your table styles and any list styles that are available.
Keep in mind that this is not an option from using your Style window or the Apply Style box. The thing I like best about the Styles box is that it allows you to see what paragraph style is in use wherever your mouse is sitting. So click anywhere in your document, and you can see in the classic Styles box the name of the style that's in use. If I click here on the word Fact, Normal is applied. If I click on California Calm, California Heading 2--which we just applied--is applied.
Scroll up a little. Click on the intro paragraph. Our classic Styles box tells us that the California Intro is applied. This can be very handy. You can test this by just clicking around in your document and viewing which paragraph style is in use in the Styles box. Also, if you are using a character style, when you click on the character style itself, it will show you the name of the character style up in this box as well. One thing to note: if you create a new paragraph style using the classic Style box, your style will not automatically be added to the Style gallery; but if you create a style using the new Apply Style box, it will.
Of course, you can always manually add the style to the gallery if need be. I know a lot of you veteran word users are happy to see this feature is still available. For those of you that are just getting started with styles, it's a great tool to have open and available for use anytime from your Quick Access Toolbar. And it's a great help in knowing, at a glance, what style is in use.
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