Where to find styles in word

I set it to Italic and set the language formatting to "no proofing. Of course, this also means you better have the correct spelling. It also disables automatic hyphenation. To set this up, you would create a new character style and use the formatting drop-down to add the Italic and "no-proofing" formatting.

The Italic formatting comes through the font formatting dialog, and the "no-proofing" comes through the language dialog.

In later versions of Word "no-proofing" is known as "Do not check spelling or grammar. Character styles can also be used as targets for the StyleRef field. This field gives very quick automatic updating. A character style is much less fragile than is a bookmark when used to mark text that may be edited.

I will often use character styles that apply to only one word or phrase in a document that I want to repeat elsewhere, instead of a bookmark. Then a StyleRef Field is used instead of a Ref field to repeat it elsewhere. The built in heading styles in Word have special properties that make them almost magical. There are keyboard shortcuts for the top three. They can appear without any customization in a Table of Contents generated by Word, you can link and navigate to them with cross-referencing features, and more.

The primary reason to do this is when you want a snippet from the beginning of a particular heading to appear in a Table of Contents but don't want the entire heading in the Table of Contents. The screenshot above, with non-printing formatting marks displayed, shows two different paragraph styles used in one logical printed paragraph. Note the pillcrow paragraph mark with the dots around it separating the two. The colors of the styles here are different.

The usual use of this, though, would be for the styles to look the same. This was used in automatically generating the Table of Contents. The second part of the paragraph, in the non-heading style did not get picked up in the Table of Contents. You would not want to base the second style on the heading style though, because then it would also be a heading style. This is, instead, based on the Body Text style and formatted using the same font and size as the Heading 1 Style.

Then you add your text for the separate style. If you delete a Style Separator, the entire paragraph will take on the formatting of the text preceding the Separator. See this thread on the Microsoft Answers forum for more. As of this writing March, , the Style Separator does not exist on the Macintosh versions of Word. You can create your own by simply pressing Enter at the end of the first part of your text style 1 and creating your following text in Style 2 in the new paragraph.

When you add a style separator, the insertion point and the style separator will both be at the end of the Word paragraph. If you have a paragraph already written and you wish to separate part of it out, place your insertion point where you want the separation to occur.

This creates a new Word paragraph. Format that new paragraph using a style that will not be picked up in the Table of Contents. You should not use the Style Separator to try to combine two automatically numbered paragraphs. If you do, the numbering will disappear in the text but may still appear as a separate line in the Table of Contents!

The numbering will still count, and the next paragraph will act like it is there but the reader will not see it. The paragraph with the additional text should not be in a style that is designated to appear in a Table of Contents.

If numbering is needed for the joined paragraph, I recommend using SEQ Field numbering insteand of list numbering. Numbering in Microsoft Word. That way, the numbers will appear in the text. That joined paragraph should not be in a style that appears in the Table of Contents.

Styles are listed in several places: the Style drop-down box on the Formatting toolbar and from the Format menu by choosing Style. You can also open the Styles Pane. View Styles with the Style Box. In Word , the Style box is the button at the far-left side of the Formatting toolbar. In Word and later, this shortcut brings up the Apply Styles floating dialog. Pressing F4 on the keyboard once inside the Style box activates the drop-down list, which you can then traverse with arrow keys.

CK Note This does not work in Word A macro is needed, assign it to the key combination. You can download an Add-In that does this in Word from my downloads page.

I miss this in Word That Add-In doesn't work. Word introduced the Styles and Formatting Pane shown below. If instead of hovering with the mouse you right-click, you get the options of modifying or deleting the style except for built-in styles which cannot be deleted.

The third option is to modify the style to match the current selection. The resulting dialog is similar to the Styles Pane and provides more information about the style when you hover. As with Word , right-clicking on the style name give options to modify or delete the style.

By default this appears as a floating dialog. This dialog can be anchored to the right side of the page making it appear much like the Styles and Formatting Pane. In Word and later there are two checkboxes, three buttons and the Options The checkboxes allow you to see a preview of the Style in the Styles Pane and to disable Linked Styles recommended. The first button lets you define a new style. The second gives you the Style Inspector.

The Style Inspector is a floating dialog that lets you type in your document and click to a different spot in the document to see what is going on with Styles there. This control has four tabs at the top and is too complex for discussion here. Shown to the left is the Recommend tab which lets you assign recommendation values. Those values determine where styles show up in the Quick Styles gallery and the order if you display styles "as recommended.

Note the options to have changes only apply to the current document or to new documents based on the template. Finally, you can also change your style pane's display options. The Style controls in the Ribbon versions of Word deserve their own page.

Here is my draft. Note If you're using Word , the default is for the Standard and Formatting toolbars to share one row. For this chapter, you may find it helpful to turn off this feature.

From the Tools menu, choose Customize and select the Options tab. Uncheck Standard and Formatting toolbars share one row and click OK. Clear All is not a Style, it is a Command! This is not a style; it is a command. It will appear at the top of the pane no matter how you decide to display or order your styles. What this does is return the selected text to the normal style. It strips out any other character or paragraph level formatting.

If the command is missing, see this troubleshooting tip. Note In Word , styles are listed in alphabetical order. In Word 97 styles listed in the drop-down list are not displayed in alphabetical order. Word 97 lists styles in the following order in the Style Box list: Heading styles Normal style User-defined styles in alphabetical order Body Text styles List styles All other styles listed alphabetically. Click the Style box drop-down arrow to the right of the button. A list of styles available in the active document displays.

While only a few styles show in this list by default, later you'll learn how to access all available styles. The list and quantity of styles that displays in the Style list depends on which template you used to create the active document. If you click the New button on the Standard toolbar, you get a blank document based on Word's default template, Normal.

Different types of documents need different styles. What works in a pleading may not be useful in a letter, fax or memo. Styles can also share the same name in various templates but have different attributes. For example, in a pleading the Body Text style may be double-spaced, where in a letter, Body Text may be single-spaced.

Another way to see the styles available in the current template is by selecting the Format menu, and then choosing Style. The Style dialog box is shown in the following figure.

Styles list in Word When you select a Style from the list on the left side of the Style box, you see a preview and description of the style formatting on the right. Change the List to display All Styles if necessary. Select a style from the list and view the Character preview, Paragraph preview, and Description. Lists of styles available in this template or all open templates are shown in the Style dialog box.

Listing All of the Styles When you click the Style button's drop-down arrow, only the styles in use in the current template displays in the list of styles. If you wish to see a list of all of the styles that are available to you in Word, you can do so in one of two different ways.

This displays all styles available. There are approximately styles to choose from, excluding any user-defined styles. It's also possible to list all styles by selecting All Styles from the Style dialog box's List control in the bottom left corner. Practice: View All Styles Create a new blank document. Click the Style drop-down arrow. Notice how many styles are available. Click with the mouse in the document to deselect the Style drop-down list.

Applying Styles The same rules that apply to direct formatting of text apply to style formatting of text. If you want to apply a text attribute to a single word, you can click anywhere in the word and select a formatting option such as bold, italics or underline — Word applies the selected format to the entire word.

Similarly, if you want to format multiple words you must first select the multiple words. The same is true for applying character styles. To apply a character style, you can click in the middle of any word and select the character style to format the entire word. If you want to change a group of words you must first select the text before applying the character style. Applying formatting to paragraphs is a little different.

Just click anywhere in a paragraph and apply direct formats such as dragging the ruler to change indentation — since paragraph formats affect an entire paragraph, you don't have to select the paragraph. If you want to affect multiple paragraphs, you must first select the multiple paragraphs.

And, similar to applying text formatting and character styles, to apply a paragraph style, click within the paragraph and apply the paragraph style. Or, select multiple paragraphs to apply the same style to each of the selected paragraphs.

CK Note : As of Word and later if you attempt to apply a paragraph style to selected text within a paragraph, you get a new character style with the same name. The character formatting from the paragraph style is applied, but not the paragraph formatting.

A new hybrid character style with the same name but with "char" appended is created. To apply a paragraph style to a single paragraph, click within the paragraph without selecting text. Practice: Apply Styles Type the following text into a new document. Click the Style drop-down arrow and select Heading 1. Select the two paragraphs: Entire Firm and Individual Departments. Apply Heading 2 style to the selected text. Apply Heading 3 style to the department names.

You can also assign a shortcut key combination to any other styles that you use regularly. Display Paragraph Style Names in Normal View Sometimes it's useful to see what style has been applied to text within a document. You can turn on Word's Style Area feature to see what paragraph styles have been applied throughout the document. The Style Area is a re-sizeable pane on the left side of the window that lists the paragraph style applied to each paragraph.

It is only available in Normal View. From the Tools menu, choose Options and select the View tab. Locate the Style area width box.

Click the up spin box arrow until it's set to 1. Click OK to close the Options dialog box. Tip To make the Style area width larger or smaller without redisplaying the Options dialog box, click and drag the line that separates the style name from the text of the document. From the Tools menu, choose Options, and select the View tab and set the Style area width back to 0. Click OK. What you get. You can print a list of the styles in use in a document along with the formatting that goes into that style by selecting "Styles" in the "Print What" box on the Print Dialog Box instead of printing the document.

Replacing Styles Let's say you just finished applying styles to a long agreement only to find that you applied the Heading 2 style where you should have applied the Heading 1 style. This can easily be remedied by using Word's Find and Replace feature. Instead of searching for text, however, you can tell Word to search and replace text formatted with a specific style.

Click More on the Replace tab, if necessary, to display additional options along the bottom portion of the dialog box. If a button says Less, the window is already expanded. Delete any text, if necessary, that may appear in the Find what and Replace with boxes. Click in the Find what box and click Format.

Select Style. Select Heading 2 in the Find what style list and click OK. Click in the Replace with box and click Format. Select Heading 1 and click OK. Note that while there is no text within each edit box Find and Replace , just below each box is a message that Word will find and replace styles that are applied to text within the document. If you try to use the Find and Replace feature again, make sure to click within each box Find and Replace and click No Formatting to reset what Word is to search for.

Create , Modify and Locate Your Own Styles Now that you understand what a style is and what it can do, it's time to create some styles of your own. Not only can you create your own styles, you can modify existing styles to achieve the result you need. Create a New Style The easiest way to create a new style is to format text with the attributes that you want to apply to the style. It doesn't matter what you type, only what type of paragraph and character formatting that you have applied to the text.

Formatting is the only thing that is applied when you apply a style. Although you can create styles that have more advanced attributes such as being followed by an entirely different style, the following exercise shows you just how easy the process can be. Practice: Create a Style Type your first name on a separate line in a document.

Select your name and make the font Blue. Change the font size to points. Apply Bold and Underline formatting to the text. Center the paragraph. From the Formatting toolbar, click in the Styles box where the style name Normal is usually displayed. Type your first name. This step is important. Click the Style drop-down list. You should see your newly created style. Test this by typing " This is a test " and applying the new style.

You can use the Style dialog box to create or modify a style. Another option for creating and modifying styles is shown in the following exercise. You create a new style by typing text and formatting it, and then from the Format menu, choose Style. There are two ways to modify an existing style. One of these methods is through the Style dialog box. However, an easier method is by changing the style by example using the Style drop-down toolbar button. The Style drop-down is useful if changes have already been manually made to a paragraph formatted in the style to be changed.

If this is not the case, styles can be changed using the Style dialog box. Practice: Two Methods to Modifying a Style Add several paragraphs to the document from the previous exercise.

Apply the style that you created to the new text. Select the text Styles help users in law firms master Microsoft Word. From the Format menu, choose Style. Click Modify. Click Format, and then select Font. Change the font color to Blue and the font size to points. Close the dialog box and apply the changes that you've made by clicking Apply.

Notice that all text formatted with My Style updates to show the recent change. Select the text Microsoft Word. Change the font size to This tells Word that you are working with the current style where the mouse is active.

If this step was done correctly, the following Modify Style dialog box should display. Do not ever check the box to automatically update the style from now on. This is the equivalent of giving a chain saw to an 8-year-old without supervision. Your e-mail address is not shared with anyone, ever.

Maximum image size is 6Mpixels. Images larger than px wide or px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted. It uses modified built in styles of Header 1, 2 and 3. The font size used in this document for the Styles is not the same as what is intended.

I am trying to copy from a template file the Styles Header 1, 2 and 3. I thought that this would allow me to find an replace the styles used with the proper one from a template. Copying the styles from file A template to B file that needs the correction overwrites the Heading 1, 2 and 3. I tried to rename the styles in B. That does not work either. Is there a way? Figure 1. Styles with some charaacters. Got a version of Word that uses the ribbon interface Word or later?

This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface. All styles are displayed in the Styles pane. The style now appears in the Styles gallery. Modify a style in the Styles gallery You can change the definition of styles that are available for your document. Remove a style from the Styles gallery On the Home tab, in the Styles group, right-click the style that you want to remove from the gallery. Click Remove from Style gallery on the shortcut menu.

Create a new style for the Quick Styles gallery A Quick Style set contains the basic styles that you need to build a document. Move a style to the Quick Styles gallery You can move any existing style to the Quick Styles gallery for easy access.

All styles are displayed in the Styles task pane. The style now appears in the Quick Styles gallery. Save styles as a new Quick Style set After you change a Quick Style set, you can save the new Quick Style set to the list of Style sets that you can choose from. Create new styles or change the styles in a Quick Style set.

Need more help? Expand your skills. Get new features first. Was this information helpful? Yes No. Thank you! Any more feedback? The more you tell us the more we can help. In the mini toolbar that appears, click Styles , and then click Create a Style.

Note: If you want your new style to appear in all new Word documents, right-click it in the Styles gallery, click Modify , and then select New documents based on this template at the bottom of the dialog box.

Right-click the text on which you want to base a new style, point to Styles , and then click Save Selection as a New Quick Style. Apply a style to text in Word. Right-click the text on which you want to base a new style. Your new style will now appear in the Styles gallery. Need more help? Expand your skills. Get new features first. Was this information helpful? Yes No.