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Why use styles?

From: Word 2007: Styles in Depth

Video: Why use styles?

There are a lot of questions of 'why?' out there today, and I'll be the first to admit that most of those whys I can't answer. But if you've ever wondered what a style is, or why in the world you'd ever need to use one, then I've got you covered. First, I think it's most important to answer 'why use styles?', and the answer is time, and lots of it. As a matter of fact, if you use Word at all, this movie should be titled How to Save Lots of Time instead of Why Use styles. If you are the least bit skeptical, as I was before someone took the time to show me, watching the next couple of minutes may save you an enormous amount of time in your future.

Why use styles?

There are a lot of questions of 'why?' out there today, and I'll be the first to admit that most of those whys I can't answer. But if you've ever wondered what a style is, or why in the world you'd ever need to use one, then I've got you covered. First, I think it's most important to answer 'why use styles?', and the answer is time, and lots of it. As a matter of fact, if you use Word at all, this movie should be titled How to Save Lots of Time instead of Why Use styles. If you are the least bit skeptical, as I was before someone took the time to show me, watching the next couple of minutes may save you an enormous amount of time in your future.

So, let me stop taking up any more of that precious commodity, and let me show you how to save time, and in doing so, what a style is. So, just sit back, relax and watch for now. I'll be showing you how to build your own style step-by-step, shortly. Now in this document, there is no formatting whatsoever. If I would have received this document before I knew how to use styles, and the way that a lot of people still do, is select this title, and I'd center it.

I'd say, well it needs to be bold, and it needs space after, and then this needs an indent. It needs to be justified. Witnesseth needs to be centered. It needs to be all caps. It needs to be bold. It needs space after. Now, what we are doing here is called direct formatting. Everything is being directly applied one-by-one here, and this will take me quite a bit of time to go through an entire document.

This particular document is only a couple of pages long, but you can imagine how long this would take if I went through the entire thing. I think I still need justification here. So, I am only a little way through this document here. If I go up to the Undo button, I can see that I've done 14 Actions so far, and I am not even half-way through this page, so I am going to do an undo. Previously, I directly formatted the entire document, and for the sake of time, I'll simply let you know my findings.

This particular document requires a total of 66 steps to manually format. Let's see for ourselves the difference in time it takes to format this document if we use styles instead of direct formatting. I am going to select the entire document, doing a Ctrl+A on my keyboard. Then I am going to turn on my Styles pane, and I am going to select Body Text First Indent. Then I am going to choose the title, and I am going to apply the Title style, Witnesseth needs the Witnesseth style and all the way down at the bottom of my document, "The remainder of this page" needs Remainder, and I am done.

The whole document is completely formatted in 1, 2, 3, 4 steps. So, the bottom line is formatting this document took a total of 66 steps using direct formatting, as opposed to 4 steps using styles. In this document alone, that means using styles would save you 16 1/2 times the amount of time it would take using direct formatting. Multiply that times the number of documents you work on daily, monthly, or yearly, and you've probably saved a pretty good chunk of time you could use doing something else.

What make styles so much faster? Well, styles are a container for all kinds of formatting attributes, allowing you to apply all these attributes at the same time with just a click. Word has designed to use styles and is based on styles. As a matter of fact, styles are the very foundation of Word. Styles also help to maintain consistency, are the building blocks for creating a table of contents and make it a breeze to make global changes throughout your document. We've learned how using styles can be a huge timesaver, as opposed to formatting a document using direct formatting.

We've learned that styles are the very foundation of Word, and this is just a little taste of what styles can do for you.

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This video is part of

Image for Word 2007: Styles in Depth
Word 2007: Styles in Depth

43 video lessons · 6662 viewers

Mariann Siegert
Author

 
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  1. 2m 27s
    1. Welcome
      1m 35s
    2. Using the exercise files
      52s
  2. 22m 26s
    1. Why use styles?
      4m 25s
    2. Creating your first style
      4m 3s
    3. Displaying styles in use with the Style area
      3m 59s
    4. Viewing formatting applied to a style
      4m 24s
    5. Overview of the five types of styles
      5m 35s
  3. 28m 27s
    1. Using the Styles pane to apply styles
      5m 9s
    2. Applying styles using the Apply Styles box and alias names
      3m 54s
    3. Using the classic 2003 Style box
      4m 58s
    4. Replacing one style with another using Find and Replace
      3m 22s
    5. Using table styles to add professional design
      2m 58s
    6. Formatting numbered and bulleted lists using styles
      8m 6s
  4. 34m 3s
    1. Naming conventions and aliases for styles
      2m 53s
    2. Creating a paragraph style by example
      7m 21s
    3. Creating character styles
      6m 12s
    4. Creating a new style by definition
      5m 56s
    5. Basing one style upon another
      6m 13s
    6. Making custom table styles
      5m 28s
  5. 18m 33s
    1. Updating a style to match selected text
      3m 49s
    2. Modify styles using the Style Inspector
      7m 0s
    3. Automatically modifying styles
      3m 41s
    4. Modifying table styles
      4m 3s
  6. 12m 56s
    1. Applying styles with a click
      4m 29s
    2. Saving a selection as a new Quick Style
      2m 55s
    3. Adding and removing styles in the Quick Styles Gallery
      5m 32s
  7. 16m 50s
    1. Formatting an entire document with one click
      3m 17s
    2. What makes Quick Style sets work?
      6m 25s
    3. Saving custom styles in a new Quick Style set
      7m 8s
  8. 15m 15s
    1. Applying styles to build a table of contents
      7m 8s
    2. Generating a table of contents from applied styles
      5m 0s
    3. Modifying built-in table of content styles
      3m 7s
  9. 7m 26s
    1. Defining and using a new list style
      7m 26s
  10. 15m 10s
    1. Copying styles between documents and templates
      6m 56s
    2. Deleting unneeded styles and Quick Style sets
      4m 39s
    3. Renaming styles
      3m 35s
  11. 13m 46s
    1. Navigating using styles
      5m 4s
    2. Using and assigning style keyboard shortcuts
      5m 49s
    3. Printing a list of styles and keyboard assignments
      2m 53s
  12. 17m 26s
    1. Setting font, document, and template defaults in Word 2007
      6m 26s
    2. Setting sort order and styles to show
      6m 22s
    3. Editing, hiding, recommending, and restricting styles
      4m 38s
  13. 13s
    1. Goodbye
      13s

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