Tips for Understanding Styles in Word Show
This article was originally written for Microsoft and was published by Microsoft at http://www.microsoft.com/ office/using/column14.asp Microsoft no longer publishes the article on its site. Correctly using styles in Microsoft Word is the best way to create consistent, well-formatted documents. Q. What are styles and what do I use them for? A. Paragraphs play different roles in our documents. We use different kinds of paragraphs (such as a title, headings, sub‑headings, or picture captions) to help our readers make sense of our documents. Typically, we want to format each kind of paragraph consistently. For example, we may want all the ordinary body text in a smaller lighter font, but the title in a larger, heavier font. Or we might need a lot of vertical space before all the major headings, but none before picture captions. In Word, a style is a collection of formatting instructions. You use styles to format the paragraphs in your document. So you would use the "Title" style for your title, "Body Text" style for body text, "Caption" style for the picture captions, and "Heading 1" for the major headings. Q. What styles can I use? A.Word comes with dozens of built‑in styles. By default, Word only shows you a few of them. To use all the styles, you might need to see a full list. In Word 2000 and earlier versions of Word, to display a list of all the styles:
In Word 2002 or Word 2003, to display a list of all the styles:
In Word 2007 and Word 2010 you might not need to see the list of all the styles. The new Quick Styles gallery on the Home tab gives you one-click access to most of the styles you need. And you can decide what styles show on the gallery. Q. What do the symbols like ¶ and a in the list of styles mean? A. When Word shows you the list of styles, you'll see an icon next to the name of each style. The icons show you what type of style it is. In Word, there are four kinds of styles.
In Word 2002 and Word 2003, in the Styles and Formatting Pane, you may see entries without a symbol. They're not styles! Entries without a symbol have names like "Body Text + Bold" or "Heading 1 + Orange". These are combinations of a style and direct formatting that you have used in your document. Word has not created new styles in your document (see Figure 1). Figure 1 Word 2002 and Word 2003 list your styles in the Styles and Formatting pane. If an entry in the Style and Formatting pane's list of styles does not have an icon, it's not a style. Q. How do I use paragraph styles? A. Paragraph styles are the most commonly-used styles in Word. There are two steps in using paragraph styles.
Q. How do I modify a style so I get the formatting I want? A.
Q. How do I know what style is applied to a paragraph? A. There are three ways to tell what style you have applied to a paragraph. Use the Style boxFigure 3: The Style box on the Formatting toolbar shows you what style you have applied to the current paragraph. The Style box on the Formatting toolbar displays the style name of the current paragraph (see Figure 3). Word 2007 and Word 2010 did away with the very useful Style box, but you can reinstate it and put it on your Quick Access Toolbar. Use the Word 2002 and Word 2003 Styles and Formatting task pane.In Word 2002 or Word 2003, on the Format menu, click Styles and Formatting. The Styles and Formatting task pane highlights the style name of the current paragraph. In Word 2007 and Word 2010 use the Apply Styles paneTo wake up the Apply Styles pane, do ctrl-Shift-S. Or, on the Home tab, in the Styles group, click the little arrow just to the right of the Quick Styles Gallery (it's just to the left of the Change Styles button). And choose Apply Styles. You can drag the little Apply Styles pane anywhere on your screen. It constantly updates to tell you what style has been applied to the selected text. Use the Style Area of Normal ViewThis view lets you see the paragraph styles of your entire document at once. On the Tools menu, click Options, then click the View Tab. In the Outline and Normal options section, in the Style area width box, enter 2.5cm or 1". Click OK. Now, on the View menu, click Normal. Q. What is the advantage of modifying a style as opposed to formatting my text directly? A. Modifying a style saves you time and allows you to format your documents consistently. Save time when you create your documentUsing styles is the quickest way to format a document. Modifying a style takes about the same number of mouse clicks or keyboard strokes as directly formatting one paragraph. It then takes just two mouse clicks to apply the style to other paragraphs: click the Style box, then click the name of your style. (It is even quicker if you use a built-in shortcut for the style, have defined your own keyboard shortcut for the style, or put a button on a toolbar for the style.) Save time when you edit your documentIf you modify a style, you instantly change the formatting of all the text in that style—no matter how big your document. If your Heading 1 style is blue, and you modify the Heading 1 style to be green, then all your Heading 1 paragraphs instantly become green. This gives you powerful control over your document. If your document needs a more open look, modify the Body Text style to give a little more space after each body text paragraph. If you want your main headings to stand out more, modify the Heading 1 style to use a bigger font, with a bit more space before the paragraph. Using styles makes experimenting easy. If you modify a style and you don't like the effect, on the Edit menu (in Word 2003 and earlier versions) or on the Quick Access Toolbar (in Word 2007 and Word 2010),click Undo. When you use the built-in heading styles, you also get to use Outline View, which can help you structure your document, and save hours. Ensure consistencyUsing styles ensures consistency. For example, by using styles, you can be certain that all your headings have the same amount of space before them. You don't need to check every heading to be sure. Save space and time when you create a Web pageIf you use Word to create a page for the Web, the HTML code records the style name for each paragraph. If you format each paragraph directly, the HTML code also records each individual part of the direct formatting for each paragraph: the font, size, weight, alignment, indents. The extra formatting information can easily double the size of your file—so it doubles the time it takes your readers to download and view the document. Go easy on your readers by using styles to format documents for the Web! Q. Where do styles come from? How does Word decide what styles to put into a new document? A. When you create a new document, Word bases your new document on a template. Templates are not documents; they are special files that are the basis for new documents. Templates have a .dot extension on their names. If you don't specify a particular template when creating a new document (or if you use "Blank Document"), your new document is based on the normal.dot template. When a document is born, it inherits the styles that exist in its parent template. From that moment on, the document's styles have no relationship with its parent template. There are only three ways in which the document and its template can change one another's styles.
Q. Body Text on my machine is Arial. My colleague uses Times New Roman. If I send him my document, will the format change? A. Your styles stay with your document, even if you send the document to someone else who uses different styles. However, on the the Templates and Add-Ins dialog, make sure you have not turned on the Automatically update document styles box. If this box is turned on, your styles may be overridden. (For more information, see What happens when I send my document to someone else? Will Word mess up my formatting?) Q. I've modified my styles just the way I want them. Can I save them to use in all my future documents? A. Yes you can. If you're modifying a style, and you want to save that modification to the template on which your document is based, in the Modify Style dialog box, in the Formatting section, click the Add to template box. Q. I've modified all my styles for this month's report. What's the best way to use these styles in next month's report? A. You can save this month's report as a template. On the File menu, click Save As. In the Files of Type box, choose Document Template. Give your template a name and click OK. You can delete all the text, and your styles will still be intact. Or, if you use a standard layout, you could leave the major headings, for example, in the template. For more information, see Creating a Template at the MVP Word FAQ site. When you come to create next month's report, base the new document on your template. To base a new document on a template:
Q. What's normal style? A. Word attaches a style to every paragraph in your document. If you don't explicitly tell Word what style to use, it will use Normal style. Learn more about the difference between Normal and Body Text styles. Q. Can I create my own styles? A. Of course! In Word 2002, on the Format menu, click Styles and Formatting. In the Styles and Formatting task pane, click New Style. In earlier versions of Word, on the Format menu, click Style, then click New. Five tips for using styles
This article was originally written for Microsoft in 2002 and was published by Microsoft at http://www.microsoft.com/office/using/column14.asp Microsoft no longer publishes the article on its site. The article has been updated to include information about Word 2007 and Word 2010 for publishing on this site. What are formatting features in a text?Text Formatting Features. Changing font type, size style.. Changing font colour.. Underlining – Placing a line at the bottom of a text.. Bolding – Making the text appear more darker than the rest.. Italicizing –making the text slant forward.. Superscript and subscript.. Strikethrough.. What do you call on a set of formatting options that is applied to an entire presentation that includes a set of colors a set of fonts and a set of effects?A theme is a predefined set of colors, fonts, and visual effects that you apply to your slides for a unified, professional look. Using a theme gives your presentation a harmonious appearance with minimal effort.
What is the features of formatting?Document formatting refers to the way a document is laid out on the page—the way it looks and is visually organized—and it addresses things like font selection, font size and presentation (like bold or italics), spacing, margins, alignment, columns, indentation, and lists.
What is a formatting feature in word processing?Formatting: The process of formatting a document involves specifying how the document will look in its final form on the screen and when printed. Common formatting options include the font, font size, color, alignment, spacing, margins and other properties.
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