What makes Quick Style sets work?
Video: What makes Quick Style sets work?When I was first learning about style sets, well, I couldn't believe my eyes. The demonstrator was showing how you can take a document, wave your mouse over it, and like magic, poof, the document was completely formatted throughout. After watching this demonstration, I was so excited I created a document, and waved my Style Set magic wand over it, and disappointed, definitely not the results I was expecting. I didn't understand what I was doing wrong. I tried it a few more times, and then gave up completely, and decided style sets were not so magic, and not very helpful after all.
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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
What makes Quick Style sets work?
When I was first learning about style sets, well, I couldn't believe my eyes. The demonstrator was showing how you can take a document, wave your mouse over it, and like magic, poof, the document was completely formatted throughout. After watching this demonstration, I was so excited I created a document, and waved my Style Set magic wand over it, and disappointed, definitely not the results I was expecting. I didn't understand what I was doing wrong. I tried it a few more times, and then gave up completely, and decided style sets were not so magic, and not very helpful after all.
Then one day, I was happy to find the secret behind the magic. So let me share it with you. Notice that this document has five different Heading styles. Here is Heading One, Two, Three. It's got a Title, it's got a Subtitle, and if you go down a little bit more, it's got this Intense Quote down here. So what we're going to do is we're going to wave our magic wand over it. We're going to go to Change Styles. Click on the down arrow next to it, and go to Style Set. Let's do this.
We're going to apply Traditional first. So click on Traditional, and there it is. Now let's go back up. We'll say Change Styles. We'll go to Style Set. This time, let's choose Distinctive, and there it is. It's kind of like a firework that goes up half way, and sputters out. Let's try to apply Modern. Go to Change Styles > Style Set, and we'll choose Modern.
It changes, but probably not to what we need or what we want. Now what the demonstrator had failed to mention was that prep work have been done to the document prior to using the magic wand. They forgot to mention that very important point. Here is the secret behind the magic. You must apply styles to your document before waving your magic wand. So let's make some magic happen of our own. You've already set the groundwork by learning about the Style gallery. We're going to apply the Title style to the title.
So let's go ahead and open up our Styles pane by using our keyboard shortcut Alt+Ctrl+Shift+S. There it is. We're going to apply Title to the title, so over here in your Styles pane, click on Title. Go down to Subtitle, and we're going to apply a Subtitle. Heading One, guess what? It's going to be Heading 1. Heading Two, yes, is Heading 2. I think you guys are guessing this now. Heading Three is going to be Heading 3.
Heading Four will be 4 and Five will be 5. Last but not least, if you scroll down just a little bit more, you've got Intense Quote. You will find an Intense Quote style, not Intense Emphasis. There are two of them in there that start with Intense, but find Intense Quote and click on it. We'll leave the Normal style Normal. Now scroll back up in your document, and go down just a little bit to our Title just at the top here, so we can see a little better what's going on.
Now let's use our magic wand. We're going to select the Fancy. So go to Change Styles, go to Style Set, and choose Fancy. Now look at the difference in this document. Totally and completely different, because the correct styles are applied in here that Word can recognize. Let's say that you don't like the color. We're going to go up to Change Styles. We're going to go to Colors, and we can wave our little magic wand over the Colors, and you can see that everything changes based on the color theme.
Find one that you like and click. How about the font? Let's say you don't like the font at all. Go up to Change Styles, this time choose Fonts, and find one you like. I think I'll just choose Arial here. Now colors and fonts are based on themes. Themes work hand-in-hand with styles. We'll be taking a look at this relationship in a future upcoming movie on setting document and template defaults.
Open up exercise file number two. Another little piece of information that I was missing is that in order to wave the magic wand to apply a style set over documents that you've previously created, the style names must be the same. For example, let's take a look at this. Open up your Style pane. Here is the Heading 2 up here in the gallery you can see, which is the naming convention for Word's pre-built Heading style.
So that this one, Ca Heading 2, or Ca Heading 1, they're not going to change, because of the naming convention that I used in this document. We would have to name Ca Heading, Heading 1 in order for the styles to work correctly. You can always rename your styles if need be. You don't have to re-create them. Your style names in the document must match in order for the correct style to be applied. Some of the other magic going on behind the scenes with Word 2007 is that the style sets are stored as individual templates.
If you used to create templates exclusively to store your styles, you may consider using Word's 2007 style sets for this purpose instead, since style sets are stored as templates automatically. Also, if you've used Word's Organizer to copy styles between documents or templates, you can now more easily store and access your styles by saving them as Quick Style Sets. Can you change or modify these styles to suit your needs? Most certainly, just use the same methods we learned about in an earlier movie, such as changing the style By Example or using the right-click and Modify method.
Using style sets can be truly magical, if you know how to create the magic behind the scenes. Coming up, we'll be learning how to create our own style sets, so you can customize and use your own style sets in your documents.
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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