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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.
When it comes to formatting your documents, creating a consistent look and feel throughout the document is extremely important. For example, if you have got chapter titles at the beginning of each chapter in a book that you are writing, you'll want to make sure that the formatting for Chapter 1 is identical to the formatting for Chapter 2, for Chapter 3 and so on. Now imagine going through hundreds of pages, finding each of the titles and formatting them manually. Not only would that be very time consuming, very tedious, but you would also be susceptible to errors. Maybe you miss a title, or maybe you miss one of the formatting options for any given title. There goes the consistency.
So a better bet is to use Styles. Styles have built-in formatting. It's just a matter of selecting the Style as you format the text. It will maintain consistency throughout the document, streamline the process, make it faster and easier, but also keep in mind that some of the styles, such as Headings, will be used in Outline View, if you like to work in that view. Or if you are creating an automated table of contents, Heading Styles are very useful there as well. Now in this lesson, we are going to start with a document that looks very plain, but does have some formatting, and some styles being used in the document. If we want to start from scratch, it will be important to know how to remove all of that formatting, so we can do just that. The name of this document is HumbugStyle1. You will find it in the Chapter 3 folder of the Exercise Files, if you are following along with me.
Over here, I'm going to click in the second line, Humbugs of the World, part of the title. You will notice up here in the Font section of the Ribbon. I see the current font that's being used, the font size. I see the alignment over here in the Paragraph section is Left Aligned. As I move over to this section, the Styles section, I can see in the Styles Gallery here that this Normal Style is currently selected. It has that border around the outside, indicating that this is what's being used on my title. Watch what happens if I just simply hover over one or the other styles in the gallery. As I hover over Heading 1, I get a preview down below, what it would look like if I actually clicked on this. The entire paragraph, Humbugs of the World, would be formatted in the Heading 1 Style. Now the Heading 1 Style would also be used in Outline View if I wanted to look at different levels of the document, or if I'm creating a table of contents, it's automatically marked as a heading to be included in that table of contents. Over here is Title, you can see it uses different formatting, very similar, but centered on my page. And I have got one here called Subtitle. It looks like I have got four styles in this gallery, but as I move a little bit further to the right you will notice I have got a scrollbar. So I'm looking at Row 1 of 4.
So I can click that to move down to the next row where I have got some other ones, like Subtle Emphasis, there is Intense Quote, wouldn't be applicable to a title like this, Strong, Emphasis. As I move down over to the right hand side here and click at the bottom of this little scroll area, you will notice I can expand this to see all four rows at once. This is the style set in the gallery showing me each of the different styles I can select from in this set of styles. More importantly is another option down below, which will allow me to clear formatting. Now notice as I hover over this, Clear all the formatted from the selection, leaving only plain text. Well, I haven't actually selected any text yet. So there are a couple of different ways for me to do that. Let's click out here in our page, and go up to the Editing section of our Ribbon. You will notice at the bottom, Select has a dropdown, and when I click on that, Select All appears right at the top. As I hover over this, you will notice the keyboard shortcut is Ctrl+A. A lot of people like to use that to select all of the text in a document.
I am going to click on Select All. This means that everything is selected. If I look down here on my Status bar, I have got 110 pages. It looks like 34,424 words of 34,424 words are selected right now. Everything is selected. Now I can go up to my dropdown here, and choose Clear Formatting. When I click on Clear Formatting, that's exactly what happens. The formatting is gone. Now the style set is still up there. When I click in here on my title, you will notice the font has changed. I'm back to the default now. The size is the same and the alignment is the same, but there is a change in formatting here.
Now let's go up to our View tab up here, so we see the view options on the Ribbon, and go over to Outline. Currently, I'm looking at all the levels. If I go up here to the dropdown where it says Show Level, and this should be the review if you were following along in the previous chapter. I go down to Level 1 and click on it. You will notice I have got no Level 1 headings in here. What about Level 2 headings? No, if I go all the way down to Level 9, you will notice there is nothing in Outline View. In other words, I don't have any headings applied to any of the text. I have to come down here to All Levels to see any of my text.
I am going to close Outline View. So this also means if I wanted to create a table of contents, I don't have anything selected to appear in that table of contents. That's where my styles come in. Now I have the ability in Word 2007 to use existing style sets, and use the formatting that comes along with those styles or create my own. This is what we are going to be exploring as we move on into the next movie.
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