Learning Microsoft Word 2007By Greg Bowden

Guided Computer Tutorialswww.gct.com.au

Using StylesChapter 16

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www.gct.com.au

© Greg Bowden

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First published 2008

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Chapter

16Using Styles

STYLES are a collection of formatting information about text. They are stored in the STYLES group of the HOME tab and in the STYLES TASK PANE. STYLES can be applied to text at any time, you can use QUICK STYLES built into Microsoft Word or you can create your own. The default Word style is NORMAL.

The major advantage of using STYLES is that once text has been set to a STYLE, when that STYLE is adjusted all the text set to that STYLE is automatically adjusted as well.

Loading a Sample File

1 Load Microsoft Word or close the current file.

2 Select OPEN from the OFFICE BUTTON and access the CHAPTER 16 folder within the WORD 2007 SUPPORT FILES folder.

3 Select the GOLF RULES file and open it as a READ ONLY file.

4 The file contains rules and etiquette for a golf club. Your task will be to format it using styles.

Using Preset Styles

You will use one of Microsoft Word’s preset QUICK STYLES to format the main heading.

1 Highlight the heading, MANICURE

GOLF CLUB.

2 Try some of the QUICK STYLES in the STYLES group of the HOME tab then select one to format the heading, such as HEADING 1.

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Creating Your Own Styles

Often the STYLES provided by Word do not suit all situations. Word allows you to create your own STYLES.

A Setting the Formats

The first step in creating your own styles is to apply the formats that you want.

2 You want to record this format so that the other sub-headings can be set to the same style.

1 Highlight the first sub-heading, LOCAL RULES, and set its FONT SIZE to 12 POINT and its STYLE to BOLD and ITALIC.

3 Click on the arrow next to the STYLES group name in the HOME tab to open the STYLES TASK PANE.

4 The styles used so far in the document are listed.

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16Using Styles

B Saving the Style

The style should be given a name so that it can be referred to.

4 There are two main types of STYLES in Microsoft Word:

Paragraph Style indicated by the ¶ symbol. These styles can control all aspects of a paragraph’s appearance such as font, size, line spacing, tabs stops, indents, alignments, borders, etc.

Character Style indicated by the a symbol. These styles apply to any of the formats from the FONT command, such as font type, size and style. It is used to format specific words or headings.

1 Call the style:

Sub-Head

and set the STYLE TYPE box to CHARACTER.

2 Notice that the formats you set are displayed under the DESCRIPTION frame.

5 Click on the NEW STYLE button at the base of the STYLES pane and the NEW STYLE dialogue box will be opened.

3 The style will be added to the QUICK STYLE list in the RIBBON, but only for this document. Select OK to save the style.

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C Applying Styles

The new style can now be applied to text.

NOTE: The BREACH OF RULES sub-heading will take the format of the SUB-HEAD style. It is personal choice whether you use the STYLES pane or the STYLES group of the HOME tab to set text to a style.

4 The SUB-HEAD style is added to the STYLES pane and the QUICK STYLES list, and the text is set to the style.

1 Highlight the second sub-heading, BREACH OF RULES, then click on SUB-HEAD in the STYLES pane or the QUICK STYLES list in the HOME tab.

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16Using Styles

NOTE: You can press CTRL+Y to quickly apply the previously used STYLE.

D The Advantages of Styles

One of the main advantages of styles is that you can make changes to them and all the text set to that style is updated within the document. Let’s alter the format of the SUB-HEAD style to illustrate this.

2 Highlight the third sub-heading, COURSE ETIQUETTE and apply the SUB-HEAD style to it.

1 Move the pointer to the right of the SUB-HEAD style in the STYLES pane, click on is arrow and select MODIFY.

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Creating Styles for the Numbered Points

The points under each sub-heading should be formatted to have ‘hanging indents’. There are two different types of points, one with numbers the other with letters so we will create a STYLE for each and apply them to the rest of the document.

2 Set the FORMATTING section to 14 POINT and DARK GREEN.

3 The format is displayed in and under the DESCRIPTION frame. Select OK to complete the change.

4 The format of all three sub-headings is adjusted.

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16Using Styles

A Setting the Format

1 Highlight the first point under LOCAL RULES by clicking to the left of it.

2 Set the FONT SIZE to 12 POINT and the ALIGNMENT to JUSTIFY.

3 Set the TAB box to HANGING INDENT (6 clicks) then click at 1.0 cm in the RULER to create the hanging indent.

4 Click on the NEW STYLE button in the STYLES TASK PANE, call the style

Point Text Leave the STYLE TYPE as PARAGRAPH

and select OK.

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B Applying the Style

1 Highlight the first line of point 2 (‘Hazards: The only....’) and set its STYLE to POINT TEXT.

2 Highlight the STAKED TREES paragraph (point 3) and set its STYLE to POINT TEXT.

3 Highlight points 1 and 2 under BREACH OF THE RULES and set their STYLE to POINT TEXT