Using Microsoft Word
Understanding “Styles” to make you more efficient with Word.
In your dreams, dragon breath...
© 2009
Ron Green

Topics
1. What’s a Style?
2. Using the Task Pane
3. Styles vs. “direct formatting”
4. Customizing Styles
– Fonts
– Indents & Tabs
– Spacing (line & paragraph)
– Line & Page breaks (Keep w/ next, Page break before)
– Numbering
– Adding styles
5. Cool Stuff
– Select all
– Update to match selection
– Auto update
6. Appendix
© 2009
Ron Green
–2–

Choose your tool...
Direct formatting Styles
© 2009
Ron Green
–3–

Every paragraph has a Style associated with it.
You could also call this a tag, or a type.
My List Size Font Emphasis Indent Color
24-point Arial underline left-justify black
Shopping
18-point Arial bold .25 indent blue
- milk
- eggs 14-point Times -- .5 indent black
- bread
But there’s much more...
Chores
- walk the dog
- sweep the garage
Each of these is a paragraph.
Every “Enter” (carriage-return) creates a paragraph.
© 2009
Ron Green
–4–

Paragraph marks can help you see this.
My List¶
These marks indicate:
Shopping¶ 1. This is a paragraph
- milk¶
2. There is a style associated with
- eggs¶
the paragraph
- bread¶
Chores¶
- walk the dog¶
Other visible formatting marks:
- sweep the garage¶
• tab
• space
• “keep with next”
• non-breaking newline
© 2009
Ron Green
–5–

What’s in a Style?
Tab Document Ruler
First line
Remaining lines
Space before
This is my paragraph. It has three sentences. This
Line spacing
sentence is last. ¶
Space after
font, size, color, bold, italic, underline
Style_Name Font:
spacing, alignment, indent/hanging, tabs, line/page breaks, “outline level”
Paragraph:
plain numbered, outline numbered
Numbering (& Bullets):
(same/different?)
Following Paragraph Style:
© 2009
Ron Green
–6–

The importance of Styles
1. Styles in general...
alignment & spacing
fonts & emphasis
Global control
numbering
2. Headings in particular...
Document Map
Heading 1 Table of Contents
Useful feature for navigating large
Automatically generates TOC
documents while creating and editing. Body text.
from headings.
Heading 1
More text...
Outline-level controls Heading 2 PDF Bookmarks
Manipulate the doc through the headings. More text... (Similar to TOC.)
Allows for drag & drop, and sorting.
© 2009
Ron Green
–7–

You’ll need the “Styles & Formatting” Task Pane
(toolbar icon)
There are other types of
Format -> Styles & Formatting Task Panes.
Use this pull-down to get
Styles & Formatting
<ctrl> F1
View -> Task Pane
Think of this as your “catalog” of styles.
© 2009
Ron Green
–8–

Assigning styles with the Task Pane
This is my paragraph. It has three sentences.
This sentence is last.¶
Click any place in the paragraph...
...then click the style you want.
That’s it!
© 2009
Ron Green
–9–

A child of five could understand this.
Send someone to fetch a child of five.
© 2009
Ron Green
– 10 –

Wait!..... what’s this for???
This is called direct formatting. It creates instance-wise
formatting but doesn’t change the Style tag.
Good for:
Highlighting a single word or phrase
Bad for:
Creating headings
ag.
tyle t
S
is the
This
© 2009
Ron Green
– 11 –

How to change and customize styles
Mouse-over list to reveal
pull-down control.
Click this to pull-down menu,
then select Modify...
© 2009
Ron Green
– 12 –

Modify Style form
Styles are hierarchical.
Normal is the safest setting.
Quick formatting controls. (Explained later...)
More controls available from pull-downs.
(Explained later...)
(Avoid this.)
Detailed formatting controls
We’ll skip Font and explain Paragraph and Numbering.
© 2009
Ron Green
– 13 –

Paragraph form: Indents, Spacing, & Tabs
Special controls such as:
• keep with next
• page break before
Sets how a style is treated in
Paragraph & Line Outline Mode. (Don’t change.)
spacing
Using Indents
This is my paragraph. It has three
sentences. This sentence is last.
This is my paragraph. It has three
sentences. This sentence is last.
This is my paragraph. It has three
Cool Shortcut:
sentences. This sentence is last.
Set with Ruler and
“Update to match selection.”
(Useful with lists.)
There is a control panel for Tabs,
Using Tabs
but using the Ruler is easier.
© 2009
Ron Green
– 14 –

Using Indents
Document Ruler
(No indent)
This is my paragraph. It has three sentences. This
sentence is last. This is my paragraph. It has three
sentences. This sentence is last.
“First indent”
This is my paragraph. It has three sentences.
This sentence is last. This is my paragraph. It has
three sentences. This sentence is last.
“Hanging”
This is my paragraph. It has three sentences. This
sentence is last. This is my paragraph. It has
three sentences. This sentence is last.
Hanging with a tab
“Parameter List”
style
This is my paragraph. It has three sentences. This
sentence is last. This is my paragraph. It has
three sentences. This sentence is last.
© 2009
Ron Green
– 15 –

Using Tabs (1)
Tabs are a way of achieving uniform “quantum-level” spacing.
They are unaffected by font characteristics (ie: size, proportional spacing, etc.)
Document Ruler
1 2
Hello Hello Hello Hello Hello
These are the default tab locations.
© 2009
Ron Green
– 16 –

Using Tabs (2)
Set your own tabs by clicking in the document ruler:
Click in the ruler to add a tab.
Click here to change tab type.
1 2
Hello Hello Hello Hello
Tabs set by the user remove all preceding default tabs.
© 2009
Ron Green
– 17 –

Using Tabs (3)
Tab Left Right Left Center
Select box Tab Tab Tab Tab
This is it. This is it.
Types
of Tabs
This is it. This is it. This is it.
Left
Right
This is it. This is it.
Center
Decimal
© 2009
Ron Green
– 18 –

I hate numbering!
© 2009
Ron Green
– 19 –

Bullets & Numbering: Outline Numbered
This is the “List Gallery”.
They are a series of Styles and Counting Indexes.
If you pick a gallery, you have to stay with it, or you
will break the numbering scheme.
This gallery creates hierarchical
Example of Outline Numbered
numbering for all headings.
If a gallery is highlighted
1 Chap 1 it is active.
Here is some text...
1.1 Section 1
Here’s more text...
1.1.1 Sub-section
Use this to make changes:
Here’s more text...
• indents
• letters vs. numbers
© 2009
Ron Green
– 20 –

Task Bar: Plain numbering
Plain numbering also works with List Galleries, but you can
get what you want with the List Number styles:
Example of plain numbering
1. Step 1
2. Step 2 Right-mouse here to bring up
a. sub-step this menu.
b. sub-step Select Restart Numbering.
3. Step 3
a. sub-step
b. sub step
Customize to change counting index:
• a. b. c.
• i. ii. iii.
• etc...
© 2009
Ron Green
– 21 –

Adding styles & controlling the list
Adding a new style
Give your style a new name
“Normal” is the safest setting.
(This is part of Word’s “cascading styles”.)
Controlling the list
Controls what’s visible in Styles and Formatting.
Available formatting: Styles + direct formatting
Formatting in use: Only styles used in doc
Available styles: Styles selected to be visible
All styles: Everything
Click arrow to reveal menu,
Turning these off makes the list more concise.
then select Custom...
© 2009
Ron Green
– 22 –

Cool Stuff (1)
Select All
Selects all instances of a style.
Useful for re-assigning a style. Heading 4
Update to Match Selection
Quick way to modify a style:
1. Select some text with the style you want to modify.
2. Make changes with “direct formatting”
(Tabs, indents, bold, italics, underline.)
3. Select Update to Match Selection
© 2009
Ron Green
– 23 –

Cool Stuff (2)
Style for following paragraph
Switches to another style after “Enter”.
Useful with headings.
Heading 1
This is some text...
Automatically update
Updates the style in response to direct formatting.
Cool but dangerous:
Affects all instances of the style in the doc.
© 2009
Ron Green
– 24 –

Appendix
• Bad practices
– Direct formatting instead of paragraph styles
– Spaces instead of tabs
– Newlines instead of paragraph spacing (or page breaks.)
• Some styles worth making
© 2009
Ron Green
– 25 –

Bad Practices – Direct Formatting instead of Styles
:
se
ecau
b
Bad • Very labor-intensive (either to create or fix)
• Results are very inconsistent across doc
• Can’t build or use:
– Outline
– Document Map
– Table of Contents
– PDF Bookmarks
• No global control of anything
© 2009
Ron Green
– 26 –

Bad Practices – Spaces instead of Tabs
:
se
ecau
b
Bad
• Tedious & difficult to achieve good alignment
• Alignment dependent on font choice (proportional characters)
• No way to make global adjustments
This is it.············This is it.
This is it.············This is it.
Spaces: multiple keystrokes
This is it.············This is it.
This is it This is it.
This is it This is it.
Tabs: 3 keystrokes
This is it This is it.
© 2009
Ron Green
– 27 –

Bad Practices – Newlines instead of Paragraph spacing
:
ause
ec
ad b
B • Changes are manually-intensive
• Provides no fine adjustment
• Unpredictable breaks across new pages
• No way to make global adjustments
Infinitely adjustable across an entire
Spacing “hard-coded”
document with a single setting.
This is it.¶
¶ This is it.¶
¶ This is it.¶
This is it.¶ This is it.¶
¶ This is it.¶ This is it.¶ This is it.¶
¶ This is it.¶
This is it.¶ This is it.¶
This is it.¶
© 2009
Ron Green
– 28 –

Some styles worth making...
Code int myMain(dtInterp_t a) {
for(int i=0; i<biasLen; i++) {
• 9-point, Courier New double b = myBias[i];
• .5 indent; multiple tabs }
for(int i=0; i<doseLen; i++) { - Uses less keystrokes than spaces
• 6 point “space after” double d = myDose[i]; - Always lines up exactly
}
• No space between same style return 0;
}
Parameter list type A group of trouble spots with the same type
• 10-point, Arial date Date the file was generated.
• Large hanging indent
edge The target edge that should be moved. Two points will
• 6 point “space after” be given for each edge: X0 Y0 X1 Y1, starting point is
(X0, Y0), and ending point is (X1, Y1)
hint Information about how to move floors and walls for
fixing the trouble spot. The general assumptions for
the hints generated from CAD software is that all hints
are based on classic Euclidian geometry.
hotspot Detail information for each trouble spot, including red
and green markers.
© 2009
Ron Green
– 29 –

!
l folks
al
hat’s
T
Comments?
Kudos?
Queries?
Contact: rondgreen@comcast.net
© 2009
Ron Green
– 30 –