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Microsoft

Word 2010
Styles and Templates

Documentedby
VincentJ.Yanusauskas

ComputerTrainingCoordinator

TABLE OF CONTENTS
WhatareStyles?.......................................................................................................................................3
TypesofStyles...........................................................................................................................................3
Paragraphstyles,...................................................................................................................................3
Characterstyles,....................................................................................................................................3
Linkedstyles,.........................................................................................................................................3
ApplyingStyles..........................................................................................................................................3
AbouttheStylespane...........................................................................................................................4
SelectStylestoShow............................................................................................................................5
StyleSets...................................................................................................................................................5
ModifyingStyles.......................................................................................................................................5
UpdatetoMatchSelection...................................................................................................................6
SaveSelectionasaNewQuickStyle.........................................................................................................6
BeforeyouclickOK...............................................................................................................................6
NavigatingwithStyles...............................................................................................................................7
MoreabouttheNavigationPane..........................................................................................................7
Saveasatemplateforfutureuse.............................................................................................................8
Createatableofcontents........................................................................................................................8
ModifyingtheTableofContents..........................................................................................................8
MarktextfortheTOCinOutlineView.................................................................................................9
RemoveaTableofContents...............................................................................................................10

WHAT ARE STYLES?


Stylesarebuiltinformattinginstructionsthatallowausertoapplymultipleformatstodocument
headings,paragraphs,lists,andmorewithoneclick.Whereasapplyingconventionalformattingcould
takeseveralsteps.Stylesincludesetformattingcharacteristicsthatcanincludeaspecificfont,size,
color,paragraphspacing,andalignment.Ausermaychoosefromseveralexistingsets,modifyanystyle,
orsaveanyselectionwithinadocumentasaNewQuickStyle.
Whatarethebenefitsofusingstyles?
Thebenefitsofusingbuiltinstylesinclude:(1)lesstimespentformattingadocument,(2)theabilitiyto
generateanautomaticTableofContents,whenstyleheadingswereapplied,and(3)theabillityto
modifyanystyleandimediatelyupdateallinstanceswithinthatdocument.

TYPES OF STYLES
AlthoughWordcontainsseveralbuiltinstyles,themaintwoaretheParagraphandCharacterstyles.
ThestylesareeasilyidentifiedbytheirsymbolintheStylesPane.
Paragraph styles,indicatedbythesymbolareusedtoformatanentireparagraphwithoneclick.
Theyareespeciallyusefulwhenworkingwithparagraphstyleheadingsbecausetheyworkautomatically
withmultilevellistnumberingandtablesofcontents.
Character styles,indicatedbythesymbola areusedtoformatspecificcharacterswithinaparagraph.
AnothertypeofstylecalledaLinkedstyle,isusedwherethestyleforcharactersandparagraphsare
designedtoworktogether.
Linked styles,indicatedbythesymbolsaandmaybeappliedtoanentireparagraphorselectedtext.
Whenappliedtoselectedtextinaparagraphitperformssimilartoacharacterstylebecausenoneofthe
paragraphformatting(alignment,indentation,linespacing)areused,onlytheformatting
characteristics.Forexample,thefirsttwowordsineachdescriptionwereformattedasaheadingand
willappearinatableofcontents.

APPLYING STYLES
Thegallery,locatedinthegroupStyleson
theHometabconsistsofbuiltinstyles
referredtoasQuick Styles. Designedfor
headings,paragraphs,characters,andindividualwordseachsubsetwasplannedtocomplementeach
otherbasedonthecurrentStyleSetinuse.MoreaboutStyleSetsaswe
proceed.
Howto:
1. Highlightanyheading,paragraph,orwordwithinthedocument.

2. MouseoveranystyledisplayedinthegallerylocatedontheHometabinthegroupStylesfora
visualdisplay.Youmayalsoclickonthemorearrowtoseeadditionalstyles.
3. Doubleclickonthestyletoapplyit.
ToseeadditionalstylesnotdisplayedingalleryopentheStyles panebyclickingonthe
launchiconbelowtheChangeStyles

command.

About the Styles pane


WithintheStylespane,youmay:

ClicktheShowPreviewboxtopreviewhowastyleformatwilllook
ifapplied.
ClickthebuttonNewStyle

tocreateanewstyle.

ClickthebuttonStyleInspector

toexamineastylesformat.

ClickthebuttonManageStyles
toimportandexportstyles,or
managepredefinedlistofstyles(SeeSelectStylestoShow).

ClicktheDisableLinkedStylesboxtodisablethelinkedstyles
feature.

ClickthemenuOptions
Optionsdialogbox.

todisplaytheStylePane

WithintheStylePaneOptions,dialogboxyoumaychoose
fromseveraloptions.
Selectstylestoshow:ChoosefromRecommended,
Inuse,Incurrentdocument,orAllstyles.
Selecthowthelistissorted:Definetheorderofthe
styleslistedinthepane.
Selectformattingtoshowasstyles:Choosewhat
formattingtoshow,anydirectformattingshowas
entries.
Selecthowbuiltinstylenamesareshown:Electing
theoptiontoShownextheadingwhenprevious
levelisuseddisplaystherelatedsubheadinginthepane(Heading1,Heading2,andsoon).

Select Styles to Show


RecommendedOnthetaskpane,clickthebuttonManageStylesandthenthetabRecommended.
Selectastyle,andthenchooseShoworHide.
InUseDisplaysonthestylesusedinthecurrentdocument.
IncurrentdocumentListallstylesavailableforthecurrentdocumentincludingonenotactually
applied.
AllStylesFulllistofstyles.

STYLE SETS
Wordoffersseveraldistinctstylessetsthatcanbepreviewedandappliedto
changethelookofanydocument.ByclickingonthecommandChangeStyles
locatedontheHometab,youcanpreviewandapplyadifferentstyleset,color
scheme,font,andparagraphspacingtoyourentiredocument.
Note:Irecommendthatuntilyoubecomemorefamiliarwithusingstylesetsyou
shouldSaveyourdocumentbeforepreviewingorapplyinganychanges.

MODIFYING STYLES
Theabillitytomodifyanystyleandimediatelyupdateallinstanceswithinthatdocumentisanother
advantageforusingstyles.Modifyingastylesfont,size,orotherattributecanquicklybeappliedtothe
entiredocument.
Forexample,modifyinganexisting
style:

Saveyourdocumentandthen
rightclickontheQuickstyle,
Heading1intheStylesbox.
OR
IntheStylespane,rightclick
onastylename.

Choosemodifytoopenthe
ModifyStyledialogbox.

Toapplybasicfontand
paragraphattributesusethe
Formattingsection.

Toaccessandapplyadditional
attributes,clicktheFormat
button.

Update to Match Selection


Analternativemethodtomodifyastylecanbe
accomplishedbyformattingasectionoftextmanuallyand
thenreselectingthetext.IntheQuickStylegalleryorStyles
pane,rightclickonthestylenameandchooseUpdate
stylenametoMatchSelection.

SAVE SELECTION AS A NEW QUICK STYLE


WordallowstheusertocreateandsaveanyappliedformattingasaNewQuickStyle.

Howto:
1. Highlightanyheading,paragraph,orwordwithinthe
document.
2. RightclickontheselectionandchoosethemenusStyles|
SaveSelectionasaNewQuickStyle.Next,clickthebutton
Modifytoexpandthedialogbox.
3. Withintheexpandeddialogbox,underProperties.
a. Name:Namethestyle.
b. Styletype:Selectfromthelistprovided,
character,paragraph,etc.
c. Stylebaseon:Controlshowstylechanges
areinheritedfromparenttochild.Select
nostyleifyoudonotwanttothestyle
tochangewhenmodificationsaremade
totheparent.
d. Styleforthefollowingparagraph:Select
fromthelistprovidedtocontrolthestyle
oftheparagraphthatfollows.
4. Applybasicfontandparagraphattributesusing
theFormattingSectionorclicktheFormatbutton
toaccessalloptions.
Before you click OK
WhatdoallthecheckboxesabovetheFormatbuttonmean?

AddtoQuickStylelistSelectingthisboxaddsthenewstyletotheQuickStylegallery.
AutomaticallyupdateBestleftunselected!Ifselectedandyoumanuallychangethestyles
formattheentiredocumentreflectsthechange.

OnlyinthisdocumentSelectthisboxtolimitstylechangesonlytothisdocument.
NewdocumentsbasedonthistemplateSelectthisboxtochangethedefaultstyleinthe
defaulttemplate(Normal.dotm).
OR
Thedocumentwassavedasatemplatefile(dotx).

NAVIGATING WITH STYLES


Applingstylestoalargedocumentcanmakenavigatingandreorganizing
withinthedocumentaloteasier.
Howto:
1. InthegroupShow,checktheboxNavigationPaneonthetab
View.ThepanenowdisplaysalltextformattedwithHeading
styles.
2. Clickonanyheadingtonavigatetothatsectionofthedocument.
3. Toreorganizeanyheadingplacethemousepointeronthe
heading,thenclickandholdthebuttondown.Dragtheheadingto
thenewlocation,andthenreleasethemousebutton.Theheading
andallrelatedcontentaremoved.

More about the Navigation Pane


Rightclickonaheadingtodisplaysadditionalcommandsfromthecontext
sensitivemenu.
PromoteorDemote,headinglevelsarealtered
NewHeadingBeforeorAfter,addsablankheading
whereselected
NewSubheading,isjustthat
Delete,headingandrelatedcontentareremoved
SelectHeadingandContent,anotherwaytoremove,
copy,ormovetheselection
PrintHeadingandContent(selfexplanatory)
ExpandAll,toshowallsubheadings
CollapseAll,tohideallsubheadings
ShowHeadingLevels,identifieswhatlevelofheading
(1,2,3)

SAVE AS A TEMPLATE FOR FUTURE USE


Nowthatyouhavelearnedaboutstylesandtohowtomodifythem,youmaydesiretosaveyournewly
createdstylesasatemplateforfutureuse.
1. First,savetheoriginaldocumentifneeded.
2. ClicktheFiletab,andthenclickSave.
3. Selectandremoveallcontentsfromdocumentbypressingtheshortcutkeys(Ctrl+A)orclickthe
commandsSelect|SelectAll,intheEditingGroupontheHometab.
4. PresstheDeletekey.
5. ClicktheFiletab,andthenclickSaveAs.
6. IntheSaveAsdialogbox,dooneofthefollowing:
OnacomputerthatisrunningWindowsXP,underSavein:clickTrustedTemplates.
OnacomputerthatisrunningWindows7,scrolltothetopofthefolderlist,andunder
MicrosoftWordclickTemplates.
7. Givethenewtemplateafilename,selectWordTemplateintheSaveastypelist,andthenclick
Save.
8. Closethetemplate.

CREATE A TABLE OF CONTENTS


Theeasiestwaytocreateatableofcontentsisfromadocumentthatcontainsheadingstyles.
1. Clickinthebeginningofyourdocumenttosetthelocationforyourtableofcontents.
2. OntheReferencestab,inthegroupTableofContents,clickonTableofContents.
3. ChoosefromoneoftheautomatictableofcontentsstylesshownorclickInsertTableof
ContentstoopentheTableofContentsdialogboxtocustomizetheTOCtoyourneeds.
Note:Ifyouchoseoneoftheautomatictemplates,theTOCisplacedwithinatablethatincludes
acontentcontroltab.
4. ClickittoinserttheTOC.

Modifying the Table of Contents


Ifyougeneratedatableofcontentsusingoneofthe
twoautomaticTOCsprovided,youcanalterthe
contentandformattingwithintheTableofContents
dialogbox.
1. ReselecttheexistingTOCandthenclick
InsertTableofContentstoopenthedialog
box.
2. UnderthepanePrintPreview,thedefault
settingsdisplayshowchangestothecurrent

TOCwilllook.KeepingthecurrentboxescheckedtheTOCwillincluderightalignedpage
numbersconnectedbytableaders.
3. Bydefault,WordshowsthreeheadinglevelsintheTOC.Youcanchangethenumberoflevelsin
theboxShowlevels:undertheheadingGeneral.
4. TousecustomstylesintheTOC,clickOptionsandthen:
FindthedesiredstyletoaddunderAvailableStyles:
TypetheheadingnumberintheboxprovidedunderTOClevel:
ClickOKtoacceptthechanges
5. ClickOKwhenaskedtoreplacetheselectedtableof
contents.

Mark text for the TOC in Outline View
AnothermethodusedtocreateatableofcontentsincludesmarkingtextintheOutlineView.Ifyou
markadditionalheadingstobeincludedinanexistingTOC,youmustupthetablemanually.
Howto:
1. ClickonOutlineinthegroupDocumentViewsontheViewtab.
2. Highlightthetexttomarkandthenuse
thePromoteorDemotebuttontorecord
thechanges.
OR
Choosetheoutlinelevelfortheselected
item.
UpdatetheTable
Toupdatethetableyoumay:
1. PlacethemousecursorintheTOCandthenpressthekeyF9toupdatethetable.
2. Pressthekeys(Ctrl+A+F9)toupdateallfieldsinthetable.
3. Pressthecontentcontrolbuttonand
thenalwayschoosetoupdatethe
entiretablebeforeclickingOK.

Remove a Table of Contents


Youmayremoveatableofcontentsusingeitherofthefollowingmethods.
Method1
1. ClickontheReferencestab.
2. InthegroupTableofContents,clickonTableofContents.
3. Atthenearbottomofthedropdownlist,clickRemove
TableofContents.
Method2
1. ClickonthetopofyourTOC.
2. ClickontheTOCcontentbuttontoopenthelist,
andthenclickRemoveTableofContentsfromthe
bottomofthelist.

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