Join Gini von Courter for an in-depth discussion in this video Working with styles in the template, part of Word 2013: Templates in Depth.
- If you're going to create templates where you're the only user, then if you don't use Styles in your regular work, you probably won't use Styles creating templates and it won't be any more of a problem for you than not using Styles is on a day-to-day basis. But, if you're gonna share your templates with other people, you really need to use Styles in your templates. As a matter of fact, a best practice around templates is that all formatting is done with Styles and that there are not exceptions to this. And the reason is that Styles that placed at the character level or the paragraph level, are just much more difficult to be able to troubleshoot templates or to figure out how the template is even working when there's not a problem.
If you're not sure what I mean by Styles, what I mean is that your formatting will be done using the Quick Style Gallery here. Not by applying formatting in the font or paragraph groups. But here in Styles. That this will be the heart of how we format our document. So that if I want to have a heading look like this, then I'll have a Heading Style for that and I won't see text in my document that's not styled in that way. To prepare then to save a template and to make sure that my Styles are in good shape, the first thing I'll do is modify any existing Quick Styles that I need to change.
I'll change the Heading 1 Style so it's exactly what I want. I'll create new Quick Styles for Styles that don't already exist. So if I need a specific a Style, I'll go in and make it. I'll remove any extra Quick Styles from the Style Gallery that I just showed you. Because if a Style isn't going to be used in my template, it doesn't need to be there. I'll make sure that any of the new Quick Styles I've created are in the Style Gallery. You would think that they'd always go there, but they don't necessarily. So, let's see how we're going to do this. Here we are in Microsoft Word.
And an example of something that is not a Style, but probably should be, is my Project Code. Notice that this is bold. I'm going to un-bold it because I have a better choice that's called Strong. And Strong is a Style. It turns Bold on, but it's still a Style. So, that when I go look to see how this is formatted, it's Strong. My Project Title formatted here simply as bold, no it's Strong as well, isn't that great. And I should be able to check any of my text and see what Styles are used.
But that's a tedious way to do this. What I'm going to do instead is I'm going to click the Dialogue Box launcher to open the Styles Task Pane. And I would like to say "Show me any of the Styles "that are being used in the document, right now." So don't show me Recommended, show me Styles that are in the current document In use. And that should show me approximately what is here in my Gallery. Now, if I wanted to create a Style that didn't exist already, for example, I might want a Style here for my Instructions.
And, I actually do this as what's called a note tip. I kind of like creating this Style because I use it a lot. It has a little bit of a back fill behind it or some shading. So I'm going to go ahead and shade this in a little bit using, out here, my Accent 6 or maybe my Accent 4. That looks goods. And now what I'd like to do is create a new Style, right here, and this is going to be InstructionNote or TipNote. Like that, and say Ok.
And now TipNote is here. And if I wanted to put in some other Tips that's exactly how this works. I like that. There's my TipNote. Notice that TipNote shows up here. If I go back to my Options and say that we'd like them in our Alphabetical order, say Ok. So, what all are what actually using here? Well, I know I'm using Normal. I know I'm using my Heading 1. I know I'm using TipNote. If I look, for example, at No Spacing, say Select All, and there isn't any data.
So, if I don't believe we should use No Spacing, what I can do is I can Remove it from the Style Gallery. Now it's gone. Notice though, that that does not remove it from my list of Styles. I want to keep Normal, TipNote, my Heading 1, and Heading 2. Let's say I don't use Heading 3s. Let's remove the Heading 3 from the Style Gallery. We don't use Subtitle, we'll remove it as well. And I'm going to remove a few more Styles. You don't have to watch though. And now that I've removed a few more Styles, this is all that's left.
And I don't want Subtle Ref either so I'm going to remove it as well. It's a nice set of Styles. So now let's launch that Pane again. That looks good. So now I've seen my Styles In use. I can have all of them in the current document. Notice that there are Styles that are still there even though they're not in my Gallery. But if I go to my Style Inspector I can see that the Styles that are used in any specific spaces. And if I go back and say, no, just show me my Styles that are In use, there's my nice short list.
And that looks good. So, my Gallery is what I'm saving. Now that I know that all the Styles I want are available in my Gallery, I'm ready to save my template. And that means that whenever users are using Styles in this template, this is the list of Styles that they have access to. Normal, TipNote, Heading 1, Heading 2, Subtle Emphasis and Emphasis, Intensive Emphasis, Strong, and a List Paragraph. That's all they have access to in this Styles Gallery.
Now, one more thought. This isn't the only Style Gallery we have available. For example, when I select in a Table and I go to Design, I have access to Styles here as well. More playing. On my Home tab, this is the Style Gallery that I want to make sure is exactly what I'd like it to look like. So that when our users are applying Styles, only the Styles that they need and should use are available to them here.
- Opening, customizing, and saving templates
- Converting an existing document to a template
- Best practices for template creation
- Styling your templates
- Restricting editing to certain areas
- Modifying the Normal template
- Sharing templates via email and SharePoint
- Using building blocks
- Using content controls
- Using field codes
- Creating and attaching add-ins