Styles in Ribbon Versions of Microsoft Word (2007-2019) Draft - not done

After completing this lesson, you will be able to:

	Understand the importance of Styles
	Understand the difference between Paragraph and Character Styles
	List all available Styles
	Modify the Quick Access Toolbar to give more control over Styles
	Create, Modify and Locate your Own Styles
	Understand Where Styles Live
	Automate Styles
	Assign a Keyboard Shortcut to a Style
	Copy Styles
	Special Properties of the built-in Heading Styles
	Insert a Style Separator to put different paragraph Styles in a single printed paragraph
	Use Heading Styles to Enable quick and easy navigation of a document.
	Use the Organizer to Copy Styles to/from a different template or document
	Copy Text Formatted in a Style
	Recognize Other Word Features that Depend on Styles
	Understand the different terms that are used in Word 2007-2013 to describe Styles
	Select all text formatted using a particular Style (Word 2007-2013 Quick Styles only)
	Have a grasp of themes and their interaction with Styles and Quick Style Sets
	Troubleshoot Issues with Styles and a macro that you can use to copy the Styles from any template into the current document without using the Organizer

Additional Written (and Web) Resources

	Word for Law Firms by Payne Consulting Group: Word 97 for Law Firms (also at Amazon.com UK) Word 2000 for Law Firms (also at Amazon.com UK) Word X (2002) for Law Firms (also at Amazon.com UK)
	Tips for Understanding Styles in Word by Shauna Kelly, MVP
	How Styles in Microsoft Word Cascade by Shauna Kelly, MVP
	Where are all the Style Controls - Office Watch
	Style Basics in Word 2007 (& 2010) - Microsoft
	Seven Laws of Styles (Word of Law) by Bob Blacksberg
	Styles in a Networked Environment - newsgroup discussion
	Create a Template Part 2, John McGhie, MVP.
	Template Basics in Microsoft Word by Charles Kenyon
	What is the difference between the normal Style and the Body Text Style?, Suzanne Barnhill, MVP
	Yet Another "Use Styles" Verbal Beating! by Dian Chapman, MVP
	Letterhead System - Styles used to format letters and letterhead
	Letterhead Textboxes and Styles Tutorial - two-page template download that demonstrates use of  Styles that are based on each other and use the Style for following paragraph feature Use of the StyleRef field to insert information from the body of a letter into the continuation page headers automatically The AutoText list restricted by Styles for the salutation and closing. Textboxes in headers and footers to reserve space for preprinted letterhead Insertion of a date automatically that will not change when you open the document at a later date Insertion of the typist's name as signer automatically by accessing the Author document property.
	StyleRef Field Tutorial by Charles Kenyon
	IncludeText Field Tutorial - 2 documents with IncludeText links demonstrating switches, interaction of Styles, and use of hidden Page field for continuous page numbering of separate documents.
	Headers? Headings? What is the difference?
	AutoText Sampler - Styles used to organize AutoText - see also...
	Why does text change format when I copy it into another document? by Shauna Kelly, MVP
	What happens when I send my document to someone else, will the formatting change? by Shauna Kelly, MVP
	Tying numbering to Styles - How to create numbered headings or outline numbering in Word 2007 and Word 2010 by Shauna Kelly, MVP
	How to add pop-up lists to any Word document by Bill Coan, MVP.
	A Global StyleSheet in Microsoft Word? by Charles Kyle Kenyon
	Word is always making changes I don't expect. How can I get more control over my formatting? by Suzanne S. Barnhill, MVP, and Dave Rado, MVP.
	So You Want to Write a Book Using Microsoft Word - extensive tutorial by MVP Daiya Mitchell with overview of Styles, Templates and Sections and the interactions among these tool/features. Excellent! Not just for those who want to write books!
	Word Tips about Styles from Allen Wyatt - Note, most tips have versions for Ribbon versions of Word (2007+) and pre-ribbon versions. A few of the tips are listed below. Making Sure Styles Do Not Update Automatically Assigning a Shortcut Key to Styles Deploying Standard Styles through an Organization Displaying the Styles You Want Displayed Preventing Styles from Changing
	(Advanced) How to safely update a document's Styles from its template without using the Organizer (and how to make the Tools + Templates and Add-ins dialog safe) by Dave Rado, Margaret Aldis, Ian Sharpe and Beth Melton.
	How to Apply a Style in Microsoft Word by Shauna Kelly
	How to Modify a Style in Microsoft Word by Shauna Kelly
	How to Control the Quick Styles Gallery on the Home Tab by Shauna Kelly (Word 2007-2013)
	Creating and Sharing Custom Microsoft Word Styles by Deborah Savadrah - especially good on creating new Style Sets and sharing them in ribbon versions of Word
	Why Does Text Change Format When I Copy It Into a Different Document? by Shauna Kelly
	How Styles in Word Cascade by Shauna Kelly
	Table Styles Not Useful by Shauna Kelly
	Formatting applied to one paragraph affects entire document by Suzanne S. Barnhill, MVP
	Useful StyleRef Field Tricks by Suzanne S. Barnhill, MVP
	Styles DropDown Keyboard Access Add-In - (For Word 2002+) Simple Add-In to give keyboard (Ctrl+Shift+S) access to the Styles DropDown in the Formatting Toolbar
	Char and Char Char Char Styles - a Bug and fixes
	Styles Dialog Box Add-In - (For Word 2003+) Simple Add-In to give menu access to the Styles Dialog Box
	How to put Word 2002 (and 2003) back the way they were in Word 97-2000 by Suzanne S. Barnhill, MVP (getting access to the Styles dialog box instead of the Task Pane)
	How to Control Bullets in Microsoft Word by Shauna Kelly, MVP. Bullets and outline numbering are very much related in Word. You use Styles to implement either in a reliable way.
	How to reinstate the Styles combo box in Microsoft Word 2007 - Word 2013 by Shauna Kelly, MVP. (Add the Styles combo box from Word 2003 to the QAT in ribbon versions.)
	Word 2007/2010: Behind the Curtain - Styles, Doc Defaults, Style Sets and Themes - by Microsoft Word Team
	Word 2007/2010: Behind the Curtain - Styles Order of Operations - by Microsoft Word Team
	OutlineNumbering by Shauna Kelly, MVP (see note above)
	Changing the formatting rules with compatibility options - these can change how Word treats formatting in Styles.
	Styles Order of Operations Microsoft Blog
	Microsoft Word 2010 Bible by Herb Tyson, MVP
	Why Use Styles - part of Lynda.com Video tutorials on Word
	Using the Navigation Pane in Word 2010
	Word 2007 and later - Behind the Curtain - Styles, Style Sets, Document Defaults and Themes

 

Tip  Microsoft recommends that you use numbering linked to Styles to get the best result for numbered paragraphs, outline numbering and lists. CK Note: See How to create numbered headings or outline numbering in your Microsoft Word document by Shauna Kelly and Word's Numbering Explained by John McGhie.

There are several reasons for using Styles in a document:

	Consistency — When you use Styles to format your document, each section is formatted the same and therefore, provides a professional, clean-looking document.
	Easier to Modify — If you use Styles in your document consistently, you only need to update a given Style once if you want to change the characteristics of all text formatted in that Style.
	Efficiency — You can create a Style once, and then apply it to any section in the document without having to format each section individually.
	Table of Contents — Styles can be used to generate a table of contents quickly.
	Faster Navigation — Using Styles lets you quickly move to different sections in a document using the Document Map feature.
	Working in Outline View — Styles allow you to outline and organize your document's main topics with ease.
	Legal Outline Numbering – Numbering, when linked to Styles, allows you to generate and update consistent outline numbering in legal documents, even ones with complicated numbering schemes like municipal law, tax law, and mergers and acquisitions documents.
	Efficiency of Word — Files which are predominantly manually formatted are less efficient than those which have formatting that has been imposed by Styles: manually formatted files, such a converted documents which have been File, Opened, are bloated in file size (bytes) and do not render to the screen efficiently when you scroll through them. This is because Word is a Styles-based application: it first reads the attributes of the underlying Style, then has to broadcast anything contrary (e.g. manually formatted on top of that). As such, a lengthy document that has been predominantly manually formatted, will behave sluggishly because Word has to work harder at managing it. Additionally, the print formatting processes are equally labored as opposed to using Styles.
	HTML AND XML — What lies ahead? A fully structured, Styled document will move into HTML and XML incredibly well.

Styles are an essential part of Microsoft Word. In fact, everything you type into a document has a Style attached to it, whether you design the Style or not.

When you start Microsoft Word, the new blank document is based on the Normal template, and text that you type uses the Normal Style. This means that when you start typing, Word uses the font name, font size, line spacing, indentation, text alignment, and other formats currently defined for the Normal Style. The Normal Style is the base Style for the Normal template, meaning that it's a building block for other Styles in the template. Whenever you start typing in a new document, unless you specify otherwise, you are typing in the Normal Style.

 

"Avoiding Styles is a hobby for some Word users. They go through 35 mouse clicks in 12 formatting dialog boxes, just to avoid using a Style." Getting Started with Styles by Dian Chapman

Formatting	Character Style	Paragraph Style
Font	Yes	Yes
Tabs	No	Yes
Border	Yes	Yes
Spacing	No	Yes
Alignment	No	Yes
Indents	No	Yes
Shading	Yes	Yes
Language	Yes	Yes
Numbering	No	Yes

There are actually five Style types in Word. Each has an icon that appears next to it in the Styles and Formatting task pane. When you use the New Style dialog box to create a new Style, the types are available on the Style type list. Paragraph   Applies to all the text within the end paragraph mark of where your pointer is positioned. Character   Applies at the character level—to blocks of words and letters. Linked which can be used for paragraph or character formatting. When used on particular text within a paragraph, they act as character Styles, when applied to a paragraph, they act as character Styles. See linked Styles. List . Provides a consistent look to lists. Table . Provides a consistent look to tables.

More about Character Styles

I have three character Styles in most of my pleading documents. Two replace Bold and Italic formatting. The third is for citations. The first two are built-in character Styles of "Strong" and "Emphasis." I started using these before Word had a replace formatting feature. I'm not sure they are needed. They provide a simple way of changing how I emphasize something throughout a document by simply changing the Style. It starts out that "Strong" is bold and "Emphasis" is Italicized.

The third, though, has proved its worth through time. It is the Citation character Style. I set it to Italic and set the language formatting to "no proofing." This means that case citations with it will not alert the spell checker. (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 Heading Styles - Special or Magic Styles

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. See Why use Microsoft Word’s built-in heading Styles? by Shauna Kelly, MVP, for sixteen reasons to use these Styles.

Use a Style Separator to Put Different Paragraph Styles in the Same Printed Paragraph

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.

You can add a Style Separator to the end of a paragraph using the Ctrl+Alt+Enter Keyboard Shortcut. Then you add your text for the separate Style.

See this thread on the Microsoft Answers forum for more.

	In Word 2007 and later at the bottom of this Style pane there are two checkboxes, three buttons, and the Options... choice.   The Show Preview checkbox shows the Styles in the list as previews of the Style. The Disable Linked Styles checkbox changes how applying a linked Style in a document behaves. If "Disable" is checked, the linked Style behaves as a paragraph Style only when applied to a part of a paragraph. That is, the Style is applied to the entire paragraph, not just the selected portion.   The left-most 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 formatting there. If the advanced editing option to "Keep Track of Formatting" is checked it will also show direct formatting. The purposes of the buttons is shown in the tooltips in the screen shot. The Reveal Formatting button gives the user the same pane as the Keyboard Shortcut Shift+F1.
	The third button gives you the tabbed dialog to "Manage Styles." The Manage Styles dialog has four tabs at the top giving access to four different sets of controls to manage Styles. At the bottom of each tab of this dialog are choices for "Only in this document" or "New documents based on this template" as well as the buttons for Import/Export, OK and Cancel. The choices for the "scope" of the change (this document/template) are applied when the OK button is pressed under any of the tabs. You can set options under each tab before pressing OK. If you change your mind before pressing OK and cancel, none of the changes under any of the tabs are applied. At the top of each tab is a Sort order drop down. The choices are: Alphabetical - used by many experienced Word users who know the names of the Styles including their custom Styles   As Recommended - the default - uses choices set under the Recommend tab   Font - sort first by font being used - then alphabetically - Many Styles, by default, are based on the Theme fonts +Headings and +Body. If you are using Themes, you want to keep them this way.   Based on - sort by base Styles - see How Styles in Microsoft Word cascade . Note the Heading Styles shown below are set up as recommended in the article, not the way they come by default.   By type - character, linked, paragraph... and then in alphabetical order Next to the Sort order choice is a checkbox to "show recommended styles only." If this is checked you will only see styles that are not hidden. (See Recommend tab) These choices set at the top of any tab of the Manage Styles dialog carry over to the other tabs in the Manage Styles dialog. Unlike choices made on the Styles Pane Options dialog, they do not change display of Styles in other Word dialogs. Manage Styles Dialog Edit Tab Recommend Tab Restrict Tab Set Defaults Tab The first tab is Edit. Edit Tab in the Manage Styles Dialog     The controls under the Edit Tab are basically the same controls you have when you right-click on a Style name in the Styles pane. You can modify a Style or create a new Style using the buttons on the Edit tab dialog. You can see a summary of the Style's definition just as you do when you hover over the Style name in the Styles pane.
	Recommend Tab in the Manage Styles Dialog   Shown to the left is the Recommend tab which lets you assign recommendation values and mark styles to be hidden or displayed in lists. Those values determine where Styles show up in the Quick Styles gallery and the order if you display Styles "as recommended." Styles can have the same values, in which case they will be sorted alphabetically. It also lets you hide Styles from various views either until used or always. (When a style has ever been used in a document, it will show up in the list of Styles in Use even if it is not actually in use.)
	Restrict Tab in the Manage Styles Dialog   The Restrict page lets you make certain styles unavailable to the user of your document/template.
	Set Defaults Tab in the Manage Styles Dialog   The Set Defaults page lets you change the default settings more globally. Note, changing from +Body or +Headings may divorce you from Style Sets settings and/or Themes.
	Finally, you can also change your Style pane's display options. The options for which Styles to show and their order operate in the same way as the choices in the Manage Styles dialogs except they have a more global effect in Word. If you click on Options... in the Styles Pane you will get... When the OK button in the Styles Pane Options dialog is clicked, it changes not only the Styles Pane display but also how Styles lists in other Word functions are displayed. The Styles display in the Find/Replace Styles formatting lists is changed by the sort order picked in the Style Pane Options dialog! If you've added the Styles Box to your QAT, that display is also changed by this dialog. If you choose to show Styles "in Use" you will see all Styles currently (or previously) used in the document. If you choose to show Styles "in current document," you will see Styles currently (or previously) used in the document plus at least the Heading 1 style. If you choose "Recommended" the list will follow the settings in the Manage Styles - Recommend dialog.

 

Note  In Word 2000, 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.

3. Click the Style box drop-down arrow to the right of the button. A list of Styles available in the active document displays.

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 2002 (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.

 

Tip  The above shortcut keys are standard in Word documents. You can also assign a shortcut key combination to any other Styles that you use regularly. This topic is covered in the section Assign a Keyboard Shortcut To a Style.

Display Paragraph Style Names in Normal View

 

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.

6. From the Tools menu, choose Options, and select the View tab and set the Style area width back to 0.
7. Click OK.

CK Note:   This behavior changed in Word 2002. You can modify Word to go back to the previous behavior. Check the box for "Prompt to update Style" on the Edit tab of Tools > Options. You can download an Add-In that restores the CTRL+SHIFT+S behavior from my downloads page. 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. Nothing good will come of it!

Tip  A keyboard shortcut is to press CTRL+SHIFT+S (to put you in the Style drop down box), and then press ENTER, which will bring up the above dialog.

 

Warning  We do not recommend selecting the Automatically update the Style box especially in a legal environment where multiple users work on the same document. This feature will update the Style each time you make a formatting change in a paragraph that has a Style attached.

Where Styles Live

 

Note  Documents that have previously been created based on this template are not affected when you add a Style to the template. To automatically update Style changes in templates and files previously created based on the same template, from the Tools menu, choose Templates and Add-Ins. Select the option to Automatically update document Styles and click OK. We recommend not checking this option. It can produce unexpected results, especially in legal documents that must conform to court rules. CK Note: For an excellent tutorial on Styles and a methodical look at basing Styles on one another and reasons not to base Styles on normal, see John McGhie's Create a Template Part 2. For a sample demonstrating Styles based on one another, use of the Style for following paragraph feature, and the AutoTextList field restricted by Styles download the Letterhead Textboxes and Styles Tutorial by Charles Kenyon. ----- What it means to have a Style (Style B) based on another Style (Style A) is that changes in Style A, the underlying Style, will be reflected in Styles based on it  (Style B) unless the new Style has deviated from Style A on the feature being changed. Style A Arial Bold 20 pt Indented .5 inches Style B Arial Bold 18 pt Indented .5 inches based on Style A Change Style A to Comic Sans font and Style B will also be Comic Sans Change Style A to 24 pt - no change to Style B Change Style A to not Bold - Style B also becomes not bold See How Styles in Microsoft Word Cascade by Shauna Kelly, MVP

When you save a Style to the template, if that template is the normal template, the Style will be available in all new documents.
 

 

Note  If you want to add a shortcut key to a Style that already exists, Word lets you do that, too. From the Format menu, choose Style. Select the Style to which you want to add a shortcut key and click Modify. Click Shortcut Key and follow the steps from the above exercise.

Following a Style with Another Style

 

Note  If a Style name that you are copying already exists, you are asked if you want to replace it. Charles Kenyon Note  I have found it best when copying Styles using the organizer to copy them three times if any of the Styles is based on other Styles or is followed by other Styles. I'm not sure why this makes a difference, but I've found that clicking on that copy button three times means that these relationships continue in the destination template. I know that when I copy them only once, they do not and the Styles are then followed by the Normal Style. See this Knowledge Base  article Q113106 for possible explanation. Since at least Word 2003, the Organizer will not necessarily show all of the Styles in the Normal template. See below in troubleshooting. You can use a global template as a Stylesheet if you include a macro to copy the Styles into your document. See A Global StyleSheet in Microsoft Word? for an example of such a macro. Duplicating Style Definitions within a document or template If you have defined one of the built-in Styles just the way you want but would prefer to be using a Style of your own for this purpose, copying the formatting to your new Style without it being based on the existing Style. If you are comfortable editing vba macros, you can record a macro that calls up the Style modification dialog and goes through each of the various format dialogs and closes them. Then create your new Style and edit the macro to refect the name of your new Style rather than the one in which it was recorded. Run the macro and the new Style should match your original one. Much simpler is using one of the tools that comes in the WOPR Add-In. The Style Duplicator lets you create a new Style with the same definition as an existing one. The WOPR Add-In is only available with Que "Special Edition" books about Office and is worth the price of the books by itself.

Copying Text Formatted in a Style Another way to copy Styles is to simply copy and paste paragraphs created in another document containing the Style you're looking for. All paragraph formatting is contained in the paragraph mark at the end of each paragraph. Make sure when you select and copy the paragraph text that you include the paragraph marker at the end of the selected paragraph. Then, when you paste it into the target document, the selected paragraph formatting and paragraph Style are added to your target document.   CK Note:   If you use Autotext entries contained in a global template that are formatted using a Style in that global template, those Styles will be copied as well. (For this to work with paragraph Styles a paragraph marker in the Style must be a part of the autotext entry.) This method of copying Styles by copying text with a paragraph marker only works if the Style being copied in is not already "in use" in the document receiving the copied text. Otherwise the Style definition in the target document governs. If you do this and the Style already exists in the new receiving document, the existing Style in the receiving document is used, not modified. This makes it much easier to maintain consistency within a document but can lead to real headaches if the people who formatted the documents weren't conscious of Style use.  In this case if you wanted to copy the Style you would want to use the Organizer. Character Styles are also copied this way. This gets complex. Sorry about that. Despite this complexity, use of Styles for formatting is the key to using Word. If you have text in two different documents that you want to combine, and you want to retain the formatting from each rather than having one Style system format the text from both documents, you can. You can use Paste Special ... as Word Document Object. This creates a document within a document, with its own set of Styles. Otherwise, if you just want to copy the text, you will need to make some changes to one of the documents before you do the insertion, though. The thing is that if your Styles have different names in the two documents, then the formatting will be retained when the text is inserted. So, you'll want to rename the Styles in one (or both) of your documents. None of the built-in Styles can be renamed, though. If you have the WOPR Add-In, you can copy Styles within a document and then use replace to change all instances using one of the built-in Styles to the copy (with a different name).  If you have problems with copying formatted text from one document to another, take a look at the troubleshooting section below. If you have other formatting problems such as headers and footers or page numbering to worry about, take a look at Sections, Header and Footers.  Navigating with the Vertical Scroll Bar (CK addition) If you apply heading Styles, you can use the Vertical Scroll Bar in Word to move quickly to different parts of your document. To do this, click and drag the box (elevator car) in the vertical scrollbar and move it up or down. You will see tip-text next to it that tells you which section (heading) of your document you are in. (end of addition) Navigating with the Document Map If you apply heading Styles, you can use the Document Map feature in Word to quickly move to different parts of your document. This is a real time-saver when working with long documents. See warning below! Practice: Navigate Using Document Map - but SEE WARNING FIRST Create or open a long document formatted with heading Styles. Click the Document Map button on the Standard toolbar, or from the View menu, choose Document Map. Click on a heading within the document map to move to that section in the document. Click on a different heading in the document map to move to another section within the document. To turn off the document map feature, click the Document Map button on the Standard toolbar. The button works as a toggle. CK Note - Warning: "While it's true that Microsoft put a Document Map feature into Word 97, the whole thing was so badly botched that only a masochist would live with it.  Here's the primary problem: Word 97 takes it upon itself to scan every document as it's opened and assign heading levels to all the paragraphs.  By doing so, any heading levels you've assigned are thrown away--and there's nothing you can do about it. "So here's a word of advice.  If you use DocMap on a particular Word document, don't let anybody with Word 97 (or any earlier version of Word, for that matter) open the document.  As soon as your carefully DocMapped Word 2000 document is opened in Word 97, all the level formatting will be irretrievably lost." Quote from Woody Leonard Teaches Office 2000. The Document Map feature causes problems in all versions of Word up through Word 2007. Do not use it. In Word 2010 it was replaced with the Navigation Pane which works nicely. Some Other Features That Depend on Styles - (CK addition) This section (other features) was added by CK and is not in the original text. Four features that depend on use of Styles in a document are: AutoText Lists Tables of Contents The StyleRef field The Vertical Scroll Bar AutoText Lists AutoText lists are an implementation of the AutoTextList field. They are found on the Header and Footer Toolbar and the AutoText toolbar. They are also in a number of the templates supplied with Word. A non-apparent factor with their use is that they are sensitive to Styles. AutoText entries are organized by Word according to the Style in which they were created. Often only AutoText entries saved in a particular Style will show up in an AutoText list field. When such a list is missing entries, the first thing to check is whether the insertion point (cursor) is in the expected Style. See the Web Resources page for more on AutoText. See How to add pop-up lists to any Word document for more on the AutoTextList field. See the Letterhead Textboxes and Styles Tutorial for an example using some of Microsoft's default AutoText entries for letters. Tables of Contents Tables of Contents are very easily generated in Word if you use heading Styles to mark your headings. See Complex Documents for more on how to do this. Creating a Table of Contents without using Styles is a painful experience, although it can be done. The StyleRef field The StyleRef field is used primarily in headers and footers. If you have something like a directory or a phone book document you can have dynamic content in your header/footer like: Allen - Brady With a properly set up letterhead template the Styleref field can be used to put information about the addressee and subject into the continuation page header automatically. See the Letterhead Textboxes and Styles Tutorial for a detailed example. See my StyleRef Field Tutorial, Using Fields in Microsoft Word, and Useful StyleRef Field Tricks for more on the StyleRef field. The StyleRef field is especially handy because it updates instantly without any user intervention. The Vertical Scroll bar This was covered earlier. Word 2007-2013 Styles terminology A Style is a collection of formatting characteristics, such as font name, size and color; and paragraph alignment and spacing. A quick Style set is a collection of Styles that are designed to work well together. The built-in quick Style sets in Word 2007-2013 are called Distinctive, Elegant, Fancy, etc. You can also create your own Style sets. Location: The English-language built-in quick Style sets for Word 2007 should be in the folder: C:\Program Files (x86)\Microsoft Office\Office12\1033\QuickStyles ("1033" refers to US English). Word 2010: Office14 instead of Office12. Word 2013: Office15 instead of Office12. If you are running 64 bit Office on 64 bit Windows (or 32 bit Office on 32 bit Windows), the program files folder will be called Program Files (without "(x86)"). Your custom quick Style sets (those you create) are located in a completely different location. That folder will depend on your operating system. These custom files are in the following folders: Windows XP Location: c:\Documents and Settings\{your username}\Application Data\Microsoft\QuickStyles\ Windows Vista & 7-8 Location: c:\Users\{your username}\AppData\Roaming\Microsoft\QuickStyles\ These are hidden system folders. If your Start menu has a search function searching for %APPDATA% will lead you toward the correct folder. Each Style linked in a Style set is called a Quick Style. Most Styles are not part of a quick Style set. Quick Style Sets do not contain Styles, themselves. They link to Styles in the template and the document and change certain attributes of those Styles. Quick Styles are also the Styles displayed in the Quick Style Gallery. The Home tab of the ribbon includes the Styles group. The Styles group includes the Quick Styles Gallery and the Change Styles button. When you choose a quick Style set for your document, the individual quick Styles in the Style set appear in the Quick Style Gallery. The Styles in the document that are part of a Quick Style Set will change when you change sets to the definitions in the new set. To see another representation of the quick Styles shown in the Quick Style Gallery - one that will be familiar to someone who has worked with Word 2003 and earlier - click on the sloping arrow in the lower right corner of the Styles group (or press Ctrl+Alt+Shift+S) to open the Styles Task Pane. This also shows Styles that are not Quick Styles, though. That is, you get access to all Styles (or can if your options are set to display not only recommended Styles or Styles in use, but all Styles). When you change to a different Style set, it changes two defaults in your document. Since the Quick Styles are based on those defaults, they all change. The first default is your base fonts. The second is which Styles are labeled as Quick Styles and displayed in your Quick Style Gallery. Quick Style Sets can only be used in Word 2007 and later. In all versions of Word, cascading Styles are available, though, where various Styles are based upon one another and a change to one Style can ripple through others. See How Styles in Microsoft Word cascade. This can give you many of the advantages of Style Sets in any version, but are a bit more work. Selecting All Text Formatted in a Particular Style (and only that text) The Quick Styles Gallery also allows the user to select the text formatted with a particular Style, and only text formatted with that Style. You do this by right-clicking on the Style name in the Quick Style Gallery as shown below. Once you have done this all instances of text in that Style (and not instances of text in a Style based on that Style or other Styles) will be selected in your document. A word count of the selection will appear in the status bar. The screenshot shows the result for a linked Style which has been used as both a paragraph and a character Style. Note, this works only with Styles that have been designated to appear in the Quick Style Gallery. Using Themes in Microsoft Word Themes were introduced in Word 2007 to allow dramatic changes  in the appearance of documents that work together.  "One way to think about themes is as design elements that affect the aesthetic appearance of a document. Styles, on the other hand, are geared more to the formatting of text and paragraphs." Herb Tyson, MVP, Microsoft Word 2010 Bible p. 157 Every Office theme defines two fonts — one for headings and one for body text. They can be the same font (used everywhere) or two different fonts. . . In addition, Quick Style Galleries for text and WordArt use these same theme fonts. Your author knows little about themes. So, rather than expose ignorance, here are some references: Exactly what settings are changed when the Word 2003 theme is applied? What is a theme? Changing your Style in the new Word (2013)   Troubleshooting Styles — Issues To Watch Out For While Styles are an integral part of using Word in a law firm or any environment, there are a few things that cause users difficulty. This doesn't mean that you should not create your own Styles; you just need to know how to solve some common problems and understand how you can avoid them in the future. A Style has changed unexpectedly Check to see if automatic updating is turned on for the Style. With automatic updating, a Style is updated automatically when you make additional changes to the Style, meaning that every paragraph in your document assigned to that Style will change automatically. To turn off this feature, click the Format menu, and choose Style. Select the Style in the Styles box, and then click Modify. If the Automatically update check box is selected, clear it. Your Style may have been based on another Style that has changed. Changes to a base Style affect other Styles in the document that are based on it. For example, if you change the font in Normal to the Arial font, Word changes the font for the Styles used in footnotes, headers, footers, page numbers, and other text. If you don't want a certain Style to change when you change the base Style, make certain your Style is not based on another Style. On the Format menu, click Style. In the Styles box, click the Style you want to modify, click Modify, and then click (no Style) in the Based on box. CK Note: See also Word is always making changes I don't expect. How can I get more control over my formatting? by Suzanne S. Barnhill, MVP, and Dave Rado, MVP. and Formatting applied to one paragraph affects entire document by Suzanne S. Barnhill, MVP

Warning  When you base a Style on No Style, you will need to set the Language because the default will be No Proofing. Charles Kenyon note: I recommend that you not base any Styles on normal and that you change the built-in Styles so that they are not based on normal. This is particularly true for any Styles that are involved in paragraph numbering. (But, I have been told by someone whose opinion I respect that my reluctance to use the normal Style is based on an urban myth.)

If you change the Styles in a template and then reopen a document based on that template, Styles in the current document may be updated, based on their new definitions in the template. If you don't want the Styles in documents based on a particular template to update when you open the documents, click Templates and Add-Ins on the Tools menu, and then clear the Automatically update document Styles check box.

Charles Kenyon note: I recommend that you keep the Automatically update Styles check box unchecked. Especially if you will be sharing your documents with others, leaving it checked can result in truly bizarre formatting and make your documents ugly or even unusable. This is true even if you are using a custom template and not normal.dot because...

if the template that contains the Style definitions is missing or damaged, Styles in the current document use the Style definitions from the Normal template.

 

Tip  To make sure that no direct formatting has been applied to the text, first select the text completely and then press CTRL+SPACEBAR. This removes manually applied formatting. Now when a Style is applied, there is no reversing situation to occur.

Paragraphs with the same Style applied look different.

 

CK Note:   The following is not in the original chapter.

Copying text formatted with a Style from one document to another.