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About this lesson

Learn how and why to apply predesigned Styles to text.

Lesson versions

Multiple versions of this lesson are available, choose the appropriate version for you:

2013, 2016, 2019/365.

Exercise files

Download the ‘before’ and ‘after’ Word documents from the video tutorial and try the lesson yourself.

Styles Gallery .docx
57.4 KB Styles Gallery - Solution.docx
57.7 KB

Quick reference

Styles Gallery

How and why to use the STYLES GALLERY in a document.

When to use

Styles are simply pre-designed font styles that save time rather than creating your own. It is common to use Styles in a report format in order to visually separate topics.

Instructions

  1. Click the line of text that you want to apply a Style to.
  2. Click the HOME ribbon and move the mouse to the Styles Gallery.
  3. Click the drop down arrow to view all the available Styles and float the mouse over the styles to preview the effect on your text.
  4. Finally, click the Style you like best.

Hints & tips

Limit font styles and variations to three within any document. Otherwise it appears unprofessional and distracts the reader from your topic.

Ctrl A will select the entire document so you can make a Font change and apply it to the document with one click.

 

 

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  • 00:05 The styles are located on the Home ribbon, and
  • 00:07 they're over here on the right hand side.
  • 00:09 We have a little panel of different formatted fonts.
  • 00:11 Well, those underneath, it's called Styles.
  • 00:14 If you hit the drop-down narrow on that, you're going to see an entire list of all
  • 00:18 the various font styles that are already designed for you.
  • 00:22 Notice, they all have names, as well, like this one, for instance,
  • 00:25 pops up as intense quote.
  • 00:26 Well, that's just someone at Microsoft who came up with that name.
  • 00:28 It doesn't mean anything to you or I, they just named it, whatever.
  • 00:33 So I happen to like it, I like that one a lot.
  • 00:35 And so, notice, my insertion point out on my screen is clicked into this first line.
  • 00:41 Now, this is a paragraph feature, which means, I don't have to select the line,
  • 00:45 I can just click into the line, it'll apply to the entire paragraph.
  • 00:48 So I'll go ahead and click that one, and it applied it right there.
  • 00:51 Well, for whatever reason, I like this style, I like the line up above and below,
  • 00:56 but I want the font to be larger.
  • 00:58 I'll go and select the font, and notice my minibar pops up with this A up arrow,
  • 01:03 which means, increase font size.
  • 01:05 Anytime A button has a letter A on it, it means, alphabet.
  • 01:08 So alphabet larger, so I'll go ahead and click that a few times.
  • 01:11 All right, that looks good.
  • 01:12 Let's go ahead and work on the next one,
  • 01:14 'cause I wanna point something out to you, little bit of magic inside that style box.
  • 01:17 It's called headings.
  • 01:19 So when I click on this particular one, again, I selected topic number one,
  • 01:23 I clicked the drop down area of the gallery of the styles.
  • 01:27 Now, notice the names inside here, we got Normal,
  • 01:28 Solution, Solution No Spacing, whatever.
  • 01:32 Right over here, we having Heading 1, Heading 2, Heading 3, Heading 4, now,
  • 01:35 Headings behaves differently than styles.
  • 01:38 Yes, they both format text, and they both will change a text, but
  • 01:42 headings puts little bit of magic on the paragraph.
  • 01:46 So I'm gonna go ahead and apply Heading 1 right there.
  • 01:52 And then, I'm going to come to Topic #2, and I'm going to apply Heading 2.
  • 01:59 And I'm gonna come to Subtopic #2,
  • 02:03 and I'm just going to apply a style to this one, a little emphasis.
  • 02:07 And on Topic #3, I'm gonna hit that drop down, and
  • 02:10 I'm gonna apply a Heading 3 to this one.
  • 02:13 So here, the lesson here, is we have a difference between Headings and
  • 02:17 styles, but they're all found in the same spot, okay, so here's the lesson.
  • 02:22 Notice where I have Topic #1,
  • 02:24 see that arrow off to the left, watch what happens when I click that arrow, click.
  • 02:28 It collapses everything under it.
  • 02:29 See, when you apply headings in a large document, or a large manuscript that is in
  • 02:33 outline format, this is how you can easily take a look at all the headings and
  • 02:39 stay on track of the hierarchy of your document.
  • 02:43 Now, Topic #2 collapsed everything under it.
  • 02:45 And Topic #3 collapses everything under it.
  • 02:47 So as you can see,
  • 02:48 the hierarchy will swallow the hierarchy under it, see what I'm doing?
  • 02:53 I'm just collapsing them.
  • 02:54 But it allows me, if this is a long manuscript,
  • 02:57 I'm going to want to use these items.
  • 02:59 All right, there's one other trick about this.
  • 03:01 And that trick is, I'm gonna go ahead and apply a style to the font underneath.
  • 03:06 Now, when I selected that line, I didn't just click into it, I came out to
  • 03:10 the left and I selected, or you could do a click and drag, and select it.
  • 03:14 And here my mini bar comes up,
  • 03:15 we'll take a look at the far right hand side of my mini bar: styles right there.
  • 03:19 So you don't have to go up to the home all the time to get my styles,
  • 03:23 because I can select any text wherever it is on my document and
  • 03:27 come over here and have styles right next to my mouse, it's great.
  • 03:30 And then, go ahead, just apply a style.
  • 03:33 All right, so the lesson today, is you do have styles on Home ribbon,
  • 03:38 you also have styles on your mini bar, right over here.
  • 03:42 And Styles also includes headings, which are collapsible, and
  • 03:46 helps you stay organized when you're doing a large manuscript.
  • 03:49 Okay, please practice that on the exercise file.

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