Word 7 : Styles

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Table of Content

  • To Number Headings
  • List Bullet styles
  • To Modify Your Bullets
  • Add a Shortcut Key
  • Body Text Styles
  • Tables Of Contents

  • Styles Overview

    A style is a set of formatting instructions to create a heading, or, to get text the way you want it. If you store the formatting commands in a style, you can apply that style any time you need it without having to do all of the reformatting.

    How To See All The Styles

    • First, tick the box at Tools | Options | Edit | Keep Track of Formatting | OK.
    • Then, choose Format > Styles and Formatting, or, Click the button AA beside the Style box.
    • In the Show box, select Custom.
    • Format Settings | Category | choose All Styles. Then click Show All | OK.
    • In the Show box, choose All Styles.

    How To Apply a Style

    • Select text.
    • Find the Style box. It's the box that probably says Normal.
    • Click the arrow to the right of that box to reveal the Style list.
    • Find a style and click it, or, press Enter.

    There are several kinds of styles in Word :
    Title, Subtitle, Heading, Body Text, Paragraph and Character.

    Below Are Several Keyboard Shortcuts That Are Useful In Applying Styles :

    Ctrl  +  Alt  +  1  =  Heading  1.
    Ctrl  +  Alt  +  2  =  Heading  2.
    Ctrl  +  Alt  +  3  =  Heading  3.

    Very Important :

    • To apply a style to some specific text in a paragraph, select it.
    • To apply a style to a whole paragraph, put your cursor in the paragraph without selecting any text.
    • You can use Tab and Shift+Tab to promote and demote your Heading levels. To do that, Insert your cursor in front of Text.

    How To Modify a Style

    • Put your cursor in a paragraph of the style you want to modify.
    • So if you want to modify the style Heading1, put your cursor in a paragraph of Heading 1.
    • Choose Format > Styles and Formatting.
    • Right-click your style. Click Modify | Format.
    • Choose a characteristic to modify : Font, Paragraph, etc.
    • Make your changes and click OK, OK.

    TIP :

    Modify all Headings so that the Left Indent is 0, and the Special indent is set to (none).

    Updating Styles

    • To maintain the changes you always make, you need to update the styles.
    • To do that, choose Format | Styles and Formatting.
    • Right-click the style you want to automatically update, and then click Modify.
    • Select the Automatically update check box, click OK, and then close the task pane.
    • If you highlight a paragraph, all the paragraphs formatted with that style will update to the recent changes.
    • Just be sure to highlight the paragraph mark in addition to the text or the change won’t apply to all the paragraphs,
      just the text you highlight.

    Be Very Careful :

    After you finish updating a Style, immediately turn off Automatically update.


    To Number Headings

    • Put your cursor in a Heading 1 paragraph.
    • Choose Format | Styles and Formatting.
    • Click the arrow beside "Heading 1", then choose Modify | Format | Numbering.
    • Click the Outline Numbered Tab.
    • Click each of the options on the Outline Numbered tab and click Reset :
      This will remove any previous unsuccessful efforts to set Word's numbering.
    • Then, choose one of the options in the second row. They are already set up to be linked to the Heading.


    From now on Never choose any of the other options here. You will Always have a box already highlighted. Then Click Customize.


    • Don't leave the Customize box until you finish numbering all levels.
    • Click "More" button.
    • Give your numbering scheme a name by typing something in the ListNum Field List Name box at the bottom of the dialog.
      One word, no spaces.
    • Down the bottom of the dialog :
      • Link Level 1 to style Heading 1,
      • link level 2 to style Heading 2,
      • link level 3 to style Heading 3 and so on.
    • Choose a numbering style from the Number style box.
    • You can type a word to appear before the number.

      Examples :

      Section, Chapter, Part, Step, Method, Catch, Law, Case, Figure, Article, Paragraph.
    • If you want your number to be followed by a dot, add it.
    • Always control the indents from the Customize Outline Numbered List.
      The dialog box options are :
      Aligned at  =  Tab Space After  =  First Iine Indent.
      Indent at   =  Hanging Indent
    • Now, for each Level, indicate whether you want the number followed by a Tab, a Space or Nothing.
    • When all levels are formatted, click OK, OK.
    • If you want your styles to be available whenever you create a new document, tick the Add to template box.

    List Bullet styles

    To add a bullet style to the text, do that :

    • Click in the first paragraph that you want bulleted.
    • Find the Style box on the Formatting toolbar.
    • Click the arrow and choose the List Bullet style, or, do Ctrl-Shift-L.

    How To Maintain and Modify Your Bullets

    • Start with your cursor in a paragraph in List Bullet style, even if you want to modify the settings of List Bullet 2 or List Bullet 3.
    • Choose Format | Styles and Formatting.
      1. Right-click List Bullet.
      2. Choose Modify | Format | Numbering.
    • Click the Outline Numbered Tab.
    • Click the right option in the top row.


      Whenever you come back to this dialog box, always choose the box that is already highlighted.

    • Then click Customize.
    • You're now in the Customize Outline Numbered List dialog.
    • You have to define all your levels of bullets without leaving this dialog box.
    • In the Level list, choose Level 1.
    • In the Number Style box, click New Picture or New Bullet to choose the shape you would like for levels 1 to 5.

      TIP :

      You can change the colour and size by clicking the Font button.

    • Link your styles
    • Click "More". Give your bullets scheme a name by typing something in the ListNum Field List Name box
      at the bottom of the dialog. One word, no spaces.

      TIP :

      It is better to give short names like: B1, B2, B3, etc.

    • Down the bottom of the dialog, Link Level 1 to style List Bullet. In the same way, link level 2 to style List Bullet 2 and so on.
    • In the Levels box, choose Level 6. In the Number Style box, choose None. Do the same for Levels 7, 8 and 9.


    Add a Shortcut Key To a Style

    • Choose Format | Styles and formatting.
    • Select the style to which you want to add a shortcut key.
    • Click Modify | Format | Shortcut Key.
    • In the Press new shortcut key box, press the keyboard combination Ctrl + Alt + 4
      For Heading 4.
    • Click Assign. Click OK, and then click Close.
    • Do the same for Heading 5, 6, 7, 8, and 9. Note: The first three Headings are already existed.
    • Now you can apply the style using the new shortcut key.

    Body Text Styles

    Body Text is a style intended for the ordinary text of the body of a document.
    If you use it you'll get 6 pts space between paragraphs.

    TIP :

    If you want more or less space, then you can customize the Body Text style.

    Also note that you can break any style's linkage to the Normal style when you define it; select

    Format | Style | Modify,

    and where it says / Based on /, select / no style /.

    Tables Of Contents

    If you use the heading styles, you can build a Table of Contents easily by choosing

    Insert | Index and Tables | Table of Contents.

    Word looks for the entire heading styles you have used and builds the table.

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