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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.
When I was first learning about style sets, I just 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. 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 I gave up completely, and I decided that style sets were not so magic and not very helpful after all.
Than one day I was happy to find the secret behind the magic, so let me share it with you. Let's wave our magic wand. Go up to Change Styles and click, hover over Style Set, and then let's choose Traditional. Well, that's not so pretty. Let's try Change Styles > Style Set and this time let's choose Distinctive. It's kind of like a firework that goes up halfway and sputters out. Let's try Modern. Change Styles > Style Set > Modern.
It changes some, but probably not to the level we expected and certainly not to the level the document changed in our last movie. What the demonstrator had failed to mention was the prep work that had been done to the document prior to using the magic wand. They forgot to mention one very important point, and here's 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. Let's apply Title to Title. So click on Title and click on Title in the Quick Style gallery. Then click on Subtitle, and we'll apply the Subtitle style.
Click anywhere in the Heading 1 paragraph, and we'll apply Heading 1. Click on the Heading 2 paragraph and apply Heading 2. Scroll down a little bit, and let's apply Heading 3 to the Heading 3 paragraph, Heading 4 to the Heading 4 paragraph, and Heading 5 to the Heading 5 paragraph. And you might need to scroll down a little bit to apply. Now let's scroll back up, and in the first paragraph, select the word strong, and up in your Style gallery, find the Strong style and apply.
Select the word emphasis, and let's apply the emphasis style. And both emphasis and strong are character styles. Now let's use our magic wand, and we're going to select Fancy. So go up to Change Styles> Style Set, and select Fancy. Let's say we don't like this is color. Let's go up to Change Styles > Colors and select a color that you like. I'll choose Apex.
Let's say you don't like the font. Let's go back up to Change Styles > Fonts and select a font that you like. Colors and fonts are based on themes. Remember that we reviewed how themes work hand in hand with styles. Now let's switch over to exercise file number 2. 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, take a look at the style names Word uses. It uses Heading 1, Heading 2, Title, Subtitle, et cetera. Now open up your Style pane and notice that our styles are California Heading 1-- not Heading 1--and California Heading 2 instead of Heading 2. California headings will not change when we use the style sets because it's not named conventionally, such as Heading 1 through 9, which is the naming convention that Word uses.
We would have to change our California Heading to Heading 1. So all you would do is right-click, go to Modify, and you'd have to change it to Heading 1 here. Once you do, your style sets will work correctly. You can always rename your styles if need to be; you don't have to recreate them. Your style names in your document must match in order for the correct style to be applied. Some of the other magic going on behind the scenes with Word 2010 is that style sets are stored as individual templates. If you use to create templates exclusively to store your styles, you may consider using Word's 2010 style sets for this purpose instead, since style sets are stored as templates automatically.
Also, if you used Word's Organizer to copy styles between documents or templates, you can now more easily store and access your styles by saving as Quick Style sets. Can you change and modify these styles to seek your needs? Most certainly. Just use the same methods we learned about in earlier movie, such as changing the style by example or using the right-click and Modify method. Using style sets can truly be magical if you know how to create the magic behind the scenes. In our next movie, we'll be learning how to create our own style sets so you can customize and use your own sets of styles in your documents.
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