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Learn how to use Word styles to help save time in creating consistent and well-designed documents. Author Mariann Siegert demonstrates how to create, apply, and modify styles, as well as how to format documents with styles. The course also covers generating tables of contents, building Quick Styles and style sets, and restricting styles in protected documents.
Starting in Word 2007 and continuing in Word 2010, setting defaults for documents and templates became a different animal. The reason is, beginning in Word 2007, Microsoft introduced themes and also uncovered the Document Defaults option. The document defaults used to be hard coded into the application, and we couldn't modify or change them; therefore, we resorted to changing the Normal style--but that's all changed. Now styles, document defaults, and themes all work hand in hand.
Let's say we need to change the default font. Start with a new document and type in "=rand()" and press Enter. Now open the Style pane. All paragraphs are using the Normal style. Look at our Font settings for Normal. It says it's using the Font: (Default) +Body (Calibri). Be aware of the word Body next to the font name. Look at the other Normal style settings. It's got the Alignment: Left, the Spacing is Multiple at 1.15 lines, After is 10 points.
It's got Line and Page Breaks of Widow/Orphan control and Style is set to style Quick style. Microsoft made the decision to use Calibri as the default font, because a lot of reading is now done on the monitor as opposed to hard copy. They said they chose Calibri because of the fact that it's clean and it's easier to read on your monitor. The problem is that lot of people need to use other fonts by default, such as Times New Roman. The document defaults used to be hardwired in versions of Word prior to Word 2007, but now we can get to those default settings and we can set our own defaults.
From the Style pane, go to Manage Styles. Then click on the tab for Set Defaults. Here is where you can see that the font is set to +Body. When I first saw this, I thought, "So what is +Body?" Well, let me show you. Let's change it to Times New Roman. Then click on OK and hover over Normal. You'll see that the default font is now set to Times New Roman. And you may have noticed that most of the styles in your Style window have changed to Times New Roman as well.
That's because most styles are based on the Normal style. Go back to Manage styles. Underneath of your Set Defaults, notice that we set this for this document only. Our other option is all new documents based on this template, which will save your default settings to all new documents that are based on the Normal template. So you do have that option as well, for all of your documents going forward. Go ahead and cancel here and select the first paragraph and apply Heading 1.
Hold your mouse over Heading 1 from the Style window. You'll see that the default font is set to +Headings, and it's set to Cambria, although at the very bottom of this dialog box, you'll see that it's based on the Normal style. Although this style is based on the Normal style, the font isn't Times New Roman. This is because Word has two different default fonts set up: one for Body styles and the other for Heading styles--the Calibri font for body and Cambria for headings.
This is where font themes come in. Font themes were introduced in Word 2007. Let's change the document default back to +Body. So go down to Manage styles, go to the very top of this Font screen, and click on +Body, and then click on OK. +Body is a variable based on the font theme default. Let's change the font theme to Office Classic. Go to Page Layout and underneath the Themes, go to Fonts, and we'll choose Office Classic.
The fonts will be set to Arial and Times New Roman. Times New Roman will be the body and Arial for the headings. Now, if I hover over the Normal style, you'll see that the font is set to +Body (Times New Roman). And if we go down to Manage styles, your Set Defaults are set to +Body, and it's Times New Roman, and +Headings are going to be Arial. The Normal style is based on document defaults, and the document defaults are based on font themes.
Go ahead and do a cancel here. What if you want to change both the heading and the body to Times New Roman? You can go to Change styles from the Home Ribbon > Change styles, go down to Fonts, and select Create New Theme Fonts. Change the Heading font to Times New Roman and then change the Body font to Times New Roman, which it already is. And then click on Name, delete the name out of here, and just give it a name that you'd like.
Let's call it Times New Roman and click on Save. This even affects our style sets. If I go up to Change Styles and I go up to Style Sets, each one of these are designed to use the default font settings. So now those are Times New Roman, each of these will be using Times New Roman. You can even set a particular font theme as a default. Once you select the theme you want to use, you can then choose Change Styles and then down at the bottom here you'll see Set as Default.
When you go to a new document and you type, it will be in Times New Roman. Let's change our Font Theme back to the default, which is Office. So go back up to Fonts, under Change Styles, and we'll choose Office. So what we've learned is that the Normal style is based on document defaults, and the document default font is based on the default font theme. Each of these is closely related, and they work hand in hand.
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