FORMATTING AND EDITING in Word

Making DataMatrix in Word FORMATTING AND EDITING

helpful when choosing a style because you can see the effects of various styles before you choose one. Depending on the text that is selected, some styles may not apply. You can also view all of the styles in a vertical list by displaying the Styles task pane. To display the Styles task pane, select the Home tab and then click the Dialog Box Launcher in the Styles group. Or, press Alt+Ctrl+Shift+S to display the Styles task pane. It s a lot of keys to press at the same time, but it works! At the bottom of the Styles task pane, you can turn on Show Preview so that the available styles are illustrated in the list just as they will look like when applied to text in the document. The font, font size, and font color are all previewed as well as paragraph indents. Also at the bottom of the Styles task pane, you will see three buttons, as shown in Figure 4-12. The first button, New Style, opens the Create a New Style from Formatting dialog box. The new style you create will be based on the current style. If you have not applied a style, the new style will be based on the Normal style.

Figure 4-12 The three buttons at the bottom of the Styles task pane open dialog boxes where you can choose styles settings. The second button, Style Inspector, opens the Style Inspector task pane. The information in this pane will help you determine whether the paragraph and text formats were applied using a style or using manual formatting. Any formats displayed in the gray boxes were applied manually. You can also use the buttons in this pane to remove the formats and/or display the Reveal Formatting pane. The third button, Manage Styles, displays the Manage Styles dialog box. Here you can select and edit styles, determine how the styles are listed, protect formatting changes, and set defaults.

Although a Quick Style set likely contains more styles than you need to format a document, you may want to create a new style. To create a new style: 1. Open a new document and enter your first and last name. 2. Select the text and display the Mini toolbar. 3. Format the text bold and italic, and choose your favorite color for the font color. Then, change the font to your favorite font style.

4. Right-click the selected text, choose Styles in the shortcut menu, and then choose Save Selection as a New Quick Style. 5. In the Create New Style from Formatting dialog box, enter a style name. For example, Name. 6. Click OK. The new style is saved in the Quick Styles gallery. It will also appear in the Styles task pane. The styles are arranged in alphabetical order. Sometimes styles get deleted from the gallery. To add a style to the Quick Styles gallery, right-click the style name in the Styles task pane and choose Add to Quick Styles gallery. To remove a style from the Quick Styles gallery, right-click the style name (either in the gallery or in the Styles task pane) and choose Remove from Quick Styles gallery. To permanently remove a style, click the Manage Styles button in the Styles task pane. Display the Edit tab, select the style, and choose Delete.

You can override all style formats. For example, after applying a style, you decide to modify the font size. Simply select the text and make the change. If you want to save your changes for future applications of the style, right-click the style, choose Styles in the shortcut menu, and then choose Update Style Name to Match Selection. The Styles task pane keeps track of all the manual formatting. Each time you override a style and change the format, a new style name displays in the Style task pane. For example, if you apply a Heading 1 style and then change the font size to 16 pt., the new style name will display Heading 1 + 16. The character formats are easily identified with a icons and the paragraph formats are easily identified with icons. To track style formats: 1. Click the Microsoft Office button. 2. Choose Word Options. 3. Choose Advanced. 4. Under Editing options, turn on Keep track of formatting. Resize the Styles task pane as needed to review the details about the manual formatting. The format tracking list can become quite extensive as you work with a document. To minimize the list, you can turn off several of the format tracking options or choose how the list of changes is sorted. To turn off some of the tracking options: 1. Click the Dialog Box Launcher in the Styles group. 2. Select Options at the bottom of the task pane. The Style Pane Options dialog box will display. 3. Under Select formatting to show as styles, turn off the checkboxes for one or more of the options for paragraph level, font, and bullet and numbering formatting.