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Microsoft Word Styles are the most basic building blocks in Word. One of the first things you’ll need to learn after you master the interface and basic formatting is using the Quick Styles listed on the Home tab. Often, though, the Quick Styles don’t contain a particular Style your document needs.
If the default Microsoft Word Styles don’t fully meet your needs (for example, you need one for block quotes), you can create a new one. There are a couple of different ways to do this. I’ll start with what I think is the easiest one first.
Creating a new Style from an example
You’ll get this dialog box:
Word will automatically name this Style1; you’ll want to rename it here if you did not already do it in the previous dialog box as I did.
Word has several Style types: Paragraph, Character, Linked (which combines Paragraph and Character), Table and List. Since this is really intended to be a collection of paragraph settings, Linked isn’t really the best choice, because if I change the font style or size elsewhere in the document and apply Block Quote as a Linked Style, it’s going to change the text back to Calibri 11. The Style type Paragraph is a better choice in this instance.
If I’m typing a Block Quote paragraph and I press the Enter key, what Style do I want the following paragraph to default to? That’s the question answered here. It’s a matter of personal convenience and obviously depends on what sort of document you’re working on.
Any changes you make in formatting (see 7) will show up in this Preview window …
… and you can review the settings themselves in this window.
These settings control three things: (a) whether you can access this Style in the Styles Gallery on the Home tab (if you want to keep this one handy, leave that box checked); (b) whether you want any Styles to automatically update themselves based on manual formatting you do in your document (for example, if you altered the indentation on one paragraph that had the Block Quote Style applied to it, checking this box means that the Style itself reflects those changes, and all the paragraphs with Block Quote applied will change, not just the one you edited). I recommend leaving this one unchecked—it tends to wreak havoc in documents; (c) whether you want this Style to be available only within this document or any documents you create in the future in this template.
Creating a new Style from scratch
If you’ve got a specific set of requirements and are fairly adept with character and paragraph formatting, though, you can simply create a new Style from scratch. For this example, I’m going to create one for quoted deposition text.
You’ll get the now-familiar dialog box:
You’ll notice that I designated this to be a Paragraph Style. Since this Style is intended to control how the text indents and spaces, I want it to be independent of font settings, etc., so I can use it with any font settings in any document.
I did three things here (circled in red):
I chose a half-inch hanging indent
I selected Single spacing
I inserted 12 points of space between the paragraphs and made a point of instructing Word to insert that space even between paragraphs of this same Style.
You can preview the results in the Preview pane (circled in blue above).
Understanding Styles In Microsoft Word
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 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 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. See Why use Microsoft Word’s built-in heading styles? by Shauna Kelly, MVP, for sixteen reasons to use these styles. In Word 2007 and later, the Heading Styles are Linked Styles by default.
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.
Here is another screenshot:
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, 2017), 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. Then go back and select the paragraph mark at the end of the first paragraph and mark it as Hidden text (Cmd+Shift+H). This method works on Windows versions as well (Ctrl+Shift+H).
See also Creating
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. Instead of pressing Ctrl+Alt+Enter, simply press the Enter key. This creates a new Word paragraph.
Format that new paragraph using a style that will not be picked up in the Table of Contents. Then go to the paragraph that you want to show up in the Table of Contents and press Ctrl+Alt+Enter.
This will rejoin the two paragraphs, with a Style Separator between them.
Note: Style Separators and Automatically Numbered paragraphs. Only the first should be numbered.
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. For examinations of these problems, look at this Stack Overflow question and my answer here: Delete Blank Space When Using Macro to Insert Style Separator.
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 Là Gì? Cách Sử Dụng Style Trong Microsoft Word Hiệu Quả
Style là một tập hợp của các định dạng (cỡ chữ, màu sắc, dãn cách dòng, level,…) được áp dụng đối với một phần văn bản. Giống như một Template, các phần văn bản khác nhau nếu áp dụng cùng một Styles trong cùng 1 Theme sẽ có định dạng giống nhau.
Áp dụng Styles trong Word có một số lợi thế chính sau:
Thống nhất định dạng cho các toàn văn bản: do các phần tương tự nhau được áp dụng một định dạng như nhau.
Tiết kiệm thời gian trong quá trình định dạng văn bản. Hơn nữa, Styles cho phép các bạn copy và sử dụng styles trong các văn bản khác để định dạng vào văn bản của mình.
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Cách áp dụng Styles cho văn bản
Lưu ý: Mỗi Styles sẽ tương ứng với một Theme nhất định. Nếu các Theme khác nhau thì mặc dù Styles giống nhau nhưng định dạng có thể khác. Trong ví dụ trên, Theme được sử dụng là Office Theme.
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Thay đổi các định dạng có sẵn của các Style
Khi đó, hộp thoại Modify Style xuất hiện cho các bạn chỉnh các định dạng mong muốn.
Phần 1 là các định dạng cơ bản về Font, Size, Alignment,… của phần văn bản. Để thay đổi các định dạng nâng cao khác (dãn dòng, đánh số, xác định Level,….), các bạn chọn Format trong phần 2 và lựa chọn các định dạng cần thay đổi tương tự như khi định dạng văn bản thông thường.
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Quản lý (thêm, xóa) các Styles trong Word
Khi đó, hộp thoại Create New Style from Formatting xuất hiện. Phần Name các bạn đặt tên cho Style mới vừa tạo. Khung Paragraph style preview hiển thị kết quả định dạng mẫu của Style mới.
Khi này, hộp thoại Manage Styles xuất hiện. Các bạn chọn Import/Export để hộp thoại Orginizer copy Styles giữa các file.
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Lời kết
Styles là một chức năng mạnh, giúp người soạn thảo, hiệu chỉnh văn bản tiết kiệm rất nhiều về thời gian và công sức. Tuy nhiên, không phải người sử dụng Word nào cũng có thể nắm được cách sử dụng để áp dụng vào thực tế công việc và học tập. Qua bài viết này mình vọng sẽ giúp ích các bạn trong việc chinh phục phần mềm MS Word trong thời gian nhanh nhất có thể.
How To Create And Manage A Table Of Contents In Microsoft Word
Using a table of contents in your document makes it easier for the reader to navigate. You can generate a table of contents in Word from the headings used in your document. Here’s how to do it.
Add a Table of Contents
Regardless of the size of your document, using a table of contents can direct the reader to exactly where they need to be. In addition to making the document more reader-friendly, a table of contents also makes it easier for the author to go back and add or remove content if necessary.
By default, Word generates a table of contents using the first three built-in heading styles (Heading 1, Heading 2, and Heading 3). To apply heading styles, select the particular style from the “Home” tab. If you’re not happy with the types of heading styles available, you can change the default heading style.
You can manage this in two different ways. You can either apply the heading styles to each section after you’ve finished the document, or you can add them as you go.
Once you’ve applied your heading styles, it’s time to insert your table of contents. The first thing you need to do is put the cursor where you want the table of contents to appear. Once ready, head over to the “References” tab and select “Table of Contents.”
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A drop-down menu will appear. Here, you can choose between the three different built-in tables.
The only difference between Automatic Table 1 and 2 is the title, which is “Contents” and “Table of Contents,” respectively. Selecting either Automatic Table 1 or 2 will create the table of contents using the names of the headings.
If you chose the “Manual Table” option from the “Table of Contents” drop-down menu, then it will insert a template for you that you will need to edit yourself.
You may notice in this table of contents that there are sub-levels. Each level represents a heading style in your document. So if you use the automatic table and you want sub-levels in your ToC, you will need to use heading 1 for level 1, heading 2 for level 2, and heading 3 for level 3.
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Updating the Table of Contents
Your table of contents will now be updated.
Removing the Table of Contents
At the bottom of the drop-down menu, select “Remove Table of Contents.”
Your table of contents will now be removed from your document.
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