MicrosoftWord2010
StylesandTemplates
Documented by Vincent J. Yanusauskas Computer Training Coordinator TABLEOFCONTENTS
What are Styles? ....................................................................................................................................... 3 Types of Styles........................................................................................................................................... 3 Paragraph styles, ................................................................................................................................... 3 Character styles, .................................................................................................................................... 3 Linked styles, ......................................................................................................................................... 3 Applying Styles .......................................................................................................................................... 3 About the Styles pane ........................................................................................................................... 4 Select Styles to Show ............................................................................................................................ 5 Style Sets ................................................................................................................................................... 5 Modifying Styles ....................................................................................................................................... 5 Update to Match Selection ................................................................................................................... 6 Save Selection as a New Quick Style ......................................................................................................... 6 Before you click OK ............................................................................................................................... 6 Navigating with Styles ............................................................................................................................... 7 More about the Navigation Pane .......................................................................................................... 7 Save as a template for future use ............................................................................................................. 8 Create a table of contents ........................................................................................................................ 8 Modifying the Table of Contents .......................................................................................................... 8 Mark text for the TOC in Outline View ................................................................................................. 9 Remove a Table of Contents ............................................................................................................... 10 2 WHATARESTYLES?
Styles are built–in formatting instructions that allow a user to apply multiple formats to document headings, paragraphs, lists, and more with one click. Whereas applying conventional formatting could take several steps. Styles include set formatting characteristics that can include a specific font, size, color, paragraph spacing, and alignment. A user may choose from several existing sets, modify any style, or save any selection within a document as a New Quick Style. What are the benefits of using styles? The benefits of using built‐in styles include: (1) less time spent formatting a document, (2) the abilitiy to generate an automatic Table of Contents, when style headings were applied, and (3) the abillity to modify any style and imediately update all instances within that document. TYPESOFSTYLES
Although Word contains several built‐in styles, the main two are the Paragraph and Character styles. The styles are easily identified by their symbol in the Styles Pane. Paragraphstyles, indicated by the symbol ¶ are used to format an entire paragraph with one click. They are especially useful when working with paragraph style headings because they work automatically with multilevel list numbering and tables of contents. Characterstyles, indicated by the symbol a are used to format specific characters within a paragraph. Another type of style called a Linked style, is used where the style for characters and paragraphs are designed to work together. Linkedstyles, indicated by the symbols ¶a and may be applied to an entire paragraph or selected text. When applied to selected text in a paragraph it performs similar to a character style because none of the paragraph formatting (alignment, indentation, line spacing) are used, only the formatting characteristics. For example, the first two words in each description were formatted as a heading and will appear in a table of contents. APPLYINGSTYLES
The gallery, located in the group Styles on the Home tab consists of built‐in styles referred to as QuickStyles.Designed for headings, paragraphs, characters, and individual words each subset was planned to complement each other based on the current Style Set in use. More about Style Sets as we proceed. How to: 1. Highlight any heading, paragraph, or word within the document. 3 2. Mouse over any style displayed in the gallery located on the Home tab in the group Styles for a visual display. You may also click on the more arrow to see additional styles. 3. Double‐click on the style to apply it. To see additional styles not displayed in gallery open the Stylespane by clicking on the launch icon below the Change Styles command. AbouttheStylespane
Within the Styles pane, you may:  Click the Show Preview box to preview how a style format will look if applied.  Click the button New Style to create a new style.  Click the button Style Inspector to examine a style’s format.  Click the button Manage Styles to import and export styles, or manage predefined list of styles (See Select Styles to Show).  Click the Disable Linked Styles box to disable the linked styles feature.  Click the menu Options… Options dialog box. to display the Style Pane Within the Style Pane Options, dialog box you may choose from several options.  Select styles to show: Choose from Recommended, In use, In current document, or All styles.  Select how the list is sorted: Define the order of the styles listed in the pane.  Select formatting to show as styles: Choose what formatting to show, any direct formatting show as entries.  Select how built‐in style names are shown: Electing the option to “Show next heading when previous level is used” displays the related subheading in the pane (Heading 1, Heading 2, and so on). 4 SelectStylestoShow
Recommended – On the task pane, click the button Manage Styles and then the tab Recommended. Select a style, and then choose Show or Hide. In Use – Displays on the styles used in the current document. In current document – List all styles available for the current document including one not actually applied. All Styles – Full list of styles. STYLESETS
Word offers several distinct styles sets that can be previewed and applied to change the look of any document. By clicking on the command Change Styles located on the Home tab, you can preview and apply a different style set, color scheme, font, and paragraph spacing to your entire document. Note: I recommend that until you become more familiar with using style sets you should Save your document before previewing or applying any changes. MODIFYINGSTYLES
The abillity to modify any style and imediately update all instances within that document is another advantage for using styles. Modifying a style’s font, size, or other attribute can quickly be applied to the entire document. For example, modifying an existing style: 
Save your document and then right‐click on the Quick style, Heading 1 in the Styles box. ‐OR‐ In the Styles pane, right‐click on a style name. 
Choose modify to open the Modify Style dialog box. 
To apply basic font and paragraph attributes use the Formatting section. 
To access and apply additional attributes, click the Format button. 5 UpdatetoMatchSelection
An alternative method to modify a style can be accomplished by formatting a section of text manually and then reselecting the text. In the Quick Style gallery or Styles pane, right‐click on the style name and choose Update – “style name” – to Match Selection. SAVESELECTIONASANEWQUICKSTYLE
Word allows the user to create and save any applied formatting as a New Quick Style. How to: 1. Highlight any heading, paragraph, or word within the document. 2. Right‐click on the selection and choose the menus Styles | Save Selection as a New Quick Style. Next, click the button Modify to expand the dialog box. 3. Within the expanded dialog box, under Properties. a. Name: Name the style. b. Style type: Select from the list provided, character, paragraph, etc. c. Style base on: Controls how style changes are inherited from parent to child. Select “no style” if you do not want to the style to change when modifications are made to the parent. d. Style for the following paragraph: Select from the list provided to control the style of the paragraph that follows. 4. Apply basic font and paragraph attributes using the Formatting Section or click the Format button to access all options. BeforeyouclickOK
What do all the checkboxes above the Format button mean? 

Add to Quick Style list ‐ Selecting this box adds the new style to the Quick Style gallery. Automatically update ‐ Best left unselected! If selected and you manually change the style’s format the entire document reflects the change. 6 

Only in this document ‐ Select this box to limit style changes only to this document. New documents based on this template ‐ Select this box to change the default style in the default template (Normal.dotm). ‐OR‐ The document was saved as a template file (dotx). NAVIGATINGWITHSTYLES
Appling styles to a large document can make navigating and reorganizing within the document a lot easier. How to: 1. In the group Show, check the box Navigation Pane on the tab View. The pane now displays all text formatted with Heading styles. 2. Click on any heading to navigate to that section of the document. 3. To reorganize any heading place the mouse pointer on the heading, then click and hold the button down. Drag the heading to the new location, and then release the mouse button. The heading and all related content are moved. MoreabouttheNavigationPane
Right‐click on a heading to displays additional commands from the context sensitive menu.  Promote or Demote, heading levels are altered  New Heading Before or After, adds a blank heading where selected  New Subheading, is just that  Delete, heading and related content are removed  Select Heading and Content, another way to remove, copy, or move the selection  Print Heading and Content (self‐explanatory)  Expand All, to show all subheadings  Collapse All, to hide all subheadings  Show Heading Levels, identifies what level of heading (1, 2, 3) 7 SAVEASATEMPLATEFORFUTUREUSE
Now that you have learned about styles and to how to modify them, you may desire to save your newly created styles as a template for future use. 1. First, save the original document if needed. 2. Click the File tab, and then click Save. 3. Select and remove all contents from document by pressing the shortcut keys (Ctrl+A) or click the commands Select | Select All, in the Editing Group on the Home tab. 4. Press the Delete key. 5. Click the File tab, and then click Save As. 6. In the Save As dialog box, do one of the following:  On a computer that is running Windows XP, under Save in: click Trusted Templates.  On a computer that is running Windows 7, scroll to the top of the folder list, and under Microsoft Word click Templates. 7. Give the new template a file name, select Word Template in the Save as type list, and then click Save. 8. Close the template. CREATEATABLEOFCONTENTS
The easiest way to create a table of contents is from a document that contains heading styles. 1. Click in the beginning of your document to set the location for your table of contents. 2. On the References tab, in the group Table of Contents, click on Table of Contents. 3. Choose from one of the automatic table of contents styles shown or click Insert Table of Contents to open the Table of Contents dialog box to customize the TOC to your needs. Note: If you chose one of the automatic templates, the TOC is placed within a table that includes a content control tab. 4. Click it to insert the TOC. ModifyingtheTableofContents
If you generated a table of contents using one of the two automatic TOC’s provided, you can alter the content and formatting within the Table of Contents dialog box. 1. Reselect the existing TOC and then click Insert Table of Contents to open the dialog box. 2. Under the pane Print Preview, the default settings displays how changes to the current 8 TOC will look. Keeping the current boxes checked the TOC will include right aligned page numbers connected by tab leaders. 3. By default, Word shows three heading levels in the TOC. You can change the number of levels in the box Show levels: under the heading General. 4. To use custom styles in the TOC, click Options and then:  Find the desired style to add under Available Styles:  Type the heading number in the box provided under TOC level:  Click OK to accept the changes 5. Click OK when asked to replace the selected table of contents. MarktextfortheTOCinOutlineView
Another method used to create a table of contents includes marking text in the Outline View. If you mark additional headings to be included in an existing TOC, you must up the table manually. How to: 1. Click on Outline in the group Document Views on the View tab. 2. Highlight the text to mark and then use the Promote or Demote button to record the changes. ‐OR‐ Choose the outline level for the selected item. Update the Table To update the table you may: 1. Place the mouse cursor in the TOC and then press the key F9 to update the table. 2. Press the keys (Ctrl+A+F9) to update all fields in the table. 3. Press the content control button and then always choose to update the entire table before clicking OK. 9 RemoveaTableofContents
You may remove a table of contents using either of the following methods. Method 1 1. Click on the References tab. 2. In the group Table of Contents, click on Table of Contents. 3. At the near bottom of the drop down list, click Remove Table of Contents. Method 2 1. Click on the top of your TOC. 2. Click on the TOC content button to open the list, and then click Remove Table of Contents from the bottom of the list. 10