How to use the powerful capabilities of MS Word styles and properties to improve the efficiency of your documentation.

1. 2009 copyright Leslie Munday University
Working With Properties And Styles
Requirements Discipline

2. Leslie Munday 2009
Precursor
 In order to understand the material in this
course, you should have a working
knowledge of Microsoft Word.
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3. Leslie Munday 2009
Overview
 In this lesson you will learn :
 the purpose of an artifact’s properties.
 how to set the value of a property.
 how to use a property.
 how to create a custom property.
 how to use styles to format a paragraph.
 how to use styles to format individual words.
 how to use styles to format several blocks of
text.
 how to use styles to delete text from a
document.
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4. Leslie Munday 2009
Working With Properties
 Properties are the attributes of an artifact; for
example, a Word document.
 Document text that may be re-used in several
different places in a document can be defined as a
property.
 If that text ever changes during the lifecycle of the
project, the property is updated and the text is
changed throughout the document.
 A document from another project or application may
be re-used by simply changing the appropriate
property values.
 Any way we can eliminate duplication in our work is
good.
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5. Leslie Munday 2009
Setting A Property
 Open the document in MS Word.
 Open the properties by clicking the Office Button,
and selecting ‘Prepare->Properties’.
 In the pane that appears, click on ‘Document
Properties->Advanced Properties’.
 In pop-up window that appears, select the
‘Custom’ tab.
 Select the property whose value is to be changed.
 Type the value into the ‘Value’ field and select
‘Modify’.
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6. Leslie Munday 2009
Open Advanced Properties Window
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Select A Property
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Enter A Value For The Property
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 Type that value in
the ‘Value’ field.
 Click the ‘Modify’
button.

9. Leslie Munday 2009
Creating A Property
 Enter a ‘Name’ for
the property.
 Enter a ‘Value’ for
the property.
 Click on the ‘Add’
button and the
property is added to
the custom
properties.
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10. Leslie Munday 2009
How To Update The Document
 Close the properties window.
 Select ALL text in the document (Ctrl-A).
 Press F9, or the pop-up menu ‘Update Field’
command.
 Open headers in the document.
 Repeat..
 Open footers in the document.
 Repeat..
 I have not found anyone who can explain why it is that updating the properties in a document’s text, does not update
the properties in the header and footer.
 Also I cannot fathom out why I have to execute an ‘Update Field’ command when I change a property .. surely, the
reason I changed the value is because I want that value to be displayed in my document .. for what reason would I
change a property value and not want it updated in the document?
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11. Leslie Munday 2009
Update Fields
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 To update a single property, place the
cursor in the field and select the ‘Update
Field’ command.

12. Leslie Munday 2009
How Do I Use A Property
 Place the cursor at the position where you
want the text to appear.
 From the ‘Insert’ tab select the ‘Quick Parts-
>Field’ command.
 When the field pop-up window appears select
the ‘Document Information’ category and
then the ‘DocProperty’ Field Name.
 The document properties are displayed.
 Select the property to be entered into the
document body and press ‘Ok’.
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13. Leslie Munday 2009
Selecting A Property
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Using A Value
 Property Value Appears In The
Document.
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15. Leslie Munday 2009
When To Use Properties
 Whenever information is repeated inside a
document.
 In the headers and footers of the
document.
 Anywhere that you think it would be
appropriate to enter any of these values in
the document.
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16. Leslie Munday 2009
Exercise
 Open the AUC document template.
 Set a value for the ‘Application’ property.
 Update the document to reflect the application
name.
 Find an appropriate place to use the
application name in the document.
 Insert the Application name as a property.
 Update the document.
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17. Leslie Munday 2009
Working With Styles
 Styles are used to format the text in a Word document.
 From Microsoft’s Developer Network web site. The reasons for using styles in
a template are:
 Consistency—When you use styles to format your templates, documents
having the same function will have a similar, familiar appearance, and will
be easier for the reader to understand.
 Easier to Modify—If you use styles in your template 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 documents based upon the template without having to format each
document individually.
 Faster Navigation—Using styles lets you quickly move to different
sections in a document using the Document Map feature and the vertical
scrollbar's tips.
 Bottom line—Use of any direct formatting in a document
template is a very bad idea. It will cause the users of your
templates (and, if there is any justice in the world, you)
headaches.
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18. Leslie Munday 2009
Show All Formatting
 So that you can
see where a
paragraph begins
and where it ends.
 Make sure that
‘All’ formatting is
displayed.
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19. Leslie Munday 2009
Displaying Available Styles
 Select ‘Home->Styles’ from the Word ribbon and the task pane is
displayed.
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 Note that the style of the selected text is displayed in the
styles window.

20. Leslie Munday 2009
Displaying A Paragraph Style
 In the ‘Styles’ window you have a list of every
style available to the document template.
 The style of the text where the Word cursor is
positioned is highlighted in the task pane.
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Yes, that is my address, but you can find that by searching the internet from and search engine.

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Ways That Styles May Be Used
 Styles are useful for many different reasons;
these are just some:
 changing the style of a single paragraph,
 changing the formatting of an assigned style,
 changing all occurrences of a style within a
document to a different style,
 removing all text of a single style from a
document.
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22. Leslie Munday 2009
Formatting A Single Paragraph
 Placing the cursor on text and clicking on a style
will cause that paragraph to take on the selected
style.
 Text between 2 paragraph marks, indicates a
paragraph.
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As a side note; Office 2007 introduced a new
style named ‘linked’ style . This style operates
exactly the same as the ‘paragraph’ style did
with previous versions of Word. The paragraph
(or as its no w known linked ) style is the only
style type I have found that I need. Problem is
that when I open Word documents created
with a previous version of Word, I now have to
change all of its style types from paragraph to
linked. (Why do they do this to us!)

23. Leslie Munday 2009
Applying A Style To Selected Text
 To apply a style to a word or selected
text within a paragraph, select the text
with the cursor and then apply the
style.
 Text within a paragraph is selected and
the ‘Emphasis Italic’ style is applied.
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24. Leslie Munday 2009
Changing Style Of All Paragraphs
 For some reason the text in your document has
the wrong style applied:
 Place the Word cursor on a piece of text with the
incorrect style, the style name is selected in the styles
pane.
 Place the mouse cursor to the right of the style name
and click on the ‘Select all X instances’ command.
 All text with the incorrect style is now selected, so
simply locate the correct style in the task pane and
apply it.
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25. Leslie Munday 2009
Select Style Of Multiple Paragraphs
 Selecting all text of style ‘Heading 1’.
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Select The Style To Change Into
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 All text of style ‘Heading 1’ is now of style
‘Heading 2’.

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Deleting Text Of A Style
 Select all text of a
particular style as shown
previously and hit the
‘Delete’ key.
 This method can be used
to remove template text
from a document
template.
 Hitting the ‘Delete’ key
will cause all Italic text to
be removed from the
document.
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28. Leslie Munday 2009
Displaying The Style Area
 Set the style area width to somewhere
around .5”
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The styles Area
 The styles in use are displayed to the left of
the text, but only in ‘Outline’ view.
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30. Leslie Munday 2009
Tips For Using Styles
 The styles implementation in MS Word is not
perfect:
 If a paragraph refuses to change appropriately after clicking
on a style, click on the ‘Clear Formatting’ style first and then
select the correct style.
 To nest a list of bullets within a bullet list, use the ‘Increase
Indent’ command. The style remains the same.
 To add another level of numbering to the number list style,
use the ‘Increase Indent’ command.
 When changing the style of text within a table, select the
text and apply the ‘Clear Formatting’ command, then apply
the correct style.
 If there are styles in the style pane that you do not use, click
on the ‘Manage Styles’ button at the bottom of the styles
pane, when the ‘Manage Styles’ window appears, click the
‘Recommendations’ tab, locate the style in the list of styles,
click it and click the ‘Hide’ button.
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31. Leslie Munday 2009
Locate The Templates
 Open the ‘Word
Options’ window.
 Select the
‘Advanced’ tab.
 Locate and select
the ‘File Settings’
button.
 Select the ‘User
Templates’ setting
and click on
‘Modify’.
 Navigate to the
location of your
personal templates.
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32. Leslie Munday 2009
Lose The Toolbars and Formatting
 On the ‘Tools’ menu
select the ‘Customize’
command.
 Select the ‘Toolbars’
tab and uncheck the
formatting toolbar.
 On the Word menu
secondary-mouse
button click on the
‘Format’ menu.
 On the pop-up menu
select ‘Delete’.
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This is the most frustrating thing about Word 2007 – it
is no longer possible to customize the Word menus
through the user interface.

33. Leslie Munday 2009
Demo
 Demonstrate changing the style of:
 a paragraph,
 a word,
 a single character,
 all paragraphs of a single style,
 and then deleting template text.
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34. Leslie Munday 2009
Exercise
 Download the AUC template from my website, and save it
your personal Word templates directory.
 Point Word to the directory where you saved the
template.
 Select the ‘New’ command and when prompted selected
‘My Templates’.
 Select the AUC template from the list of templates.
 Remove all template text from the template.
 Fill out the basic flow for a use case that allows you to
make a withdrawal from an ATM.
 Apply the ‘Use Case Step’ style to the steps in the basic
flow.
 Whenever the word ‘Card’ appears in the use case, use
styles to make the word appear emphasized in Bold type.
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35. Leslie Munday 2009
Summary
 In this lesson you learnt:
 to format a paragraph,
 to format individual words,
 to format several blocks of text,
 to delete text from a document,
 how to use the styles task pane,
 the advantage using properties,
 how to set the value of a property,
 how to create a custom property,
 how to display a property value.
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36. Leslie Munday 2009
Enforcing Styles
 The following styles are
a master set that I base
all my document
templates on.
 To enforce these and
only these styles, click
on ‘Review->Protect
Document->Restrict
Formatting And Editing’,
select ‘Limit Formatting
To A Collection Of
Styles’ and then click on
‘Yes, Start enforcing
Protection’.
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37. Leslie Munday 2009
Style Types
 Alternate Flow – used to identify the title of an alternate flow in a use case.
 Appendix – the title of an appendix page to the document.
 Bullet List – used to create a bullet list.
 Emphasis Bold – makes the selected text bold.
 Emphasis Italic - makes the selected text italic.
 Extension Point – used to identify the title of an alternate flow in a use case.
 Figure Label Text – used to give a figure a title.
 Front Page – used on the front page of the document.
 Heading 1,2,3,4 – used to number headings in the document.
 Normal, Text – the default for all text in the document.
 Subtitle – used to add an un-numbered heading to the document.
 Supplementary Requirement – identifies supplementary requirements in a
document.
 Template Text – normal blue text that is for guideline and should be removed
from the document.
 Template Text Emphasized – bold blue text that should be removed from
the document.
 Use Case – identifies a use case title.
 Use Case Step – identifies any step in the use case flow.
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