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IntroductionA style is a predefined combination of font style, color, and size that can be applied to any text in your document. Styles can help your documents achieve a more professional look and feel. You can also use styles to quickly change several things in your document at the same time.
Optional: Download our practice document.
Watch the video below to learn more about using styles in Word.
To apply a style:
Select the text you want to format, or place your cursor at the beginning of the line.
Select the desired style from the drop-down menu.
The text will appear in the selected style.
To apply a style set:Style sets include a combination of title, heading, and paragraph styles. Style sets allow you to format all elements in your document at once instead of modifying each element separately.
Choose the desired style set from the drop-down menu.
The selected style set will be applied to your entire document.
To modify a style:
The style will be modified.
When you modify a style, you’re changing every instance of that style in the document. In the example below, we’ve modified the Normal style to use a larger font size. Because both paragraphs use the Normal style, they’ve been updated automatically to use the new size.
To create a new style:
The Styles task pane will appear. Select the New Style button at the bottom of the task pane.
The new style will be applied to the currently selected text. It will also appear in the Styles group.
You can also use styles to create a table of contents for your document. To learn how, review our article on How to Create a Table of Contents in Microsoft Word.
Challenge!
On page 1, select the first line of text Shelbyfield Animal Rescue and change the style to Title.
Select the second line that says August Volunteer Update and change the style to Heading 1.
Select the third line that says A Message From Your Director and change the style to Heading 2.
In the Design tab, change the style set to Casual.
Modify the Normal style so the font is Cambria and the font size is 14 pt.
When you’re finished, the first page of your document should look like this:
Optional: Modify the Heading 3 style any way you want. You can change the font, font size, color, and more. This heading appears throughout the document, so try to choose formatting that complements the body text.
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Change Table Style In Word
By default, a table is created with the Table Grid style, which includes a basic black border around each cell in the table. Word includes many built-in styles that provide more visual appeal.
The Table Styles group will show a few table styles, but to see the rest, you’ll need to expand the gallery.
Select a style.
The style is applied to the table, changing the borders, shading, and colors.
You could create a new style by selecting New Table Style or modify an existing one by selecting Modify Table Style and choosing which formatting you’d like.
To remove a Table Style, select Clear from the More Table Styles menu.
You can further customize a table style by changing the table style options.
Use the check boxes in the Table Style Options group to toggle the following settings:
Header Row will apply special formatting to the first row of the table. This special formatting can include font effects, or font, background, and border color.
First Column will apply special formatting to the first column.
Total Row will add special formatting to the final row of a table, designed to summarize the rows above it.
Last Column will apply special formatting to the last column to summarize the earlier columns.
Banded Rows will alternate the background color of rows.
Banded Columns will alternate the background color of columns.
You can control how text is aligned within a table cell, just like you’d align text on the page.
Select the cell or cells you want to align.
You could also select the entire table if you want to align all the text together.
Expand the Alignment group, if necessary.
There are nine alignment options, letting you align the content to either side of a cell, any corner, or center it in the middle of the cell.
Select an alignment option.
The text in the selected cell realigns to the selected side or corner.
You can also select Text Direction to change the text from left-to-right to top-to-bottom or bottom-to-top.
You can also adjust the margins between cell borders and the text within those cells.
Select cell or cells you want to adjust.
You can select the entire table to adjust all the margins at once.
From the Layout tab, expand the Alignment group, if necessary.
In the Table Options dialog box, we can adjust the margins for the selected cell or cells. The margin affects how much space there is between the edge of the cell and the contents of that cell.
Adjust the margins.
You can adjust the margin on each side of the cell independently.
The cell margins are changed.
Word 2010: Styles And Themes
Lesson 18: Styles and Themes
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IntroductionStyles and themes are powerful tools in Word that can help you easily create professional-looking documents. A style is a predefined combination of font style, color, and size of text that can be applied to selected text. A theme is a set of formatting choices that can be applied to an entire document and includes theme colors, fonts, and effects.
In this lesson, you will learn how to apply, modify, and create a style; use style sets; apply a document theme; and create a custom theme.
Using styles and themesWord’s large selection of styles and themes allows you to quickly improve the appearance of your document. Styles can give your document a more sophisticated look, while themes are a great way to change the tone of your entire document quickly and easily. To use styles and themes effectively, you’ll need to know how to apply, modify, and create a style; use style sets; apply a document theme; and create a custom theme.
Optional: You can download this example for extra practice.
To select a style:You can also use styles to create a table of contents for your document. To learn how, review our article on How to Create a Table of Contents in Microsoft Word.
To apply a style set:Style sets include a combination of title, heading, and paragraph styles. Style sets allow you to format all of the elements of your document at once, rather than formatting your title and headings separately.
To modify a style: To create a new style: Using themesA theme is a set of colors, fonts, and effects that determines the overall look of your document. Themes are a great way to change the tone of your entire document quickly and easily.
What is a theme?
All documents in Word 2010 use a theme. You’ve already been using a theme, even if you didn’t know it: the default Office theme. Every theme, including the Office theme, has its own theme elements:
Why should you use theme elements?Oriel Theme
Tradeshow Theme
Remember, the colors and fonts will only update if you’re using theme fonts or theme colors. If you choose one of the standard colors or any of the fonts that are not theme fonts, your text will not change when you change the theme. This can be useful if you’re creating a logo or title that always needs to look the same.
Selecting a non-theme font
If you’re using built-in styles, you may notice that the fonts for these styles change when you select a different theme. This is because all of the built-in styles are based on the theme fonts. If you don’t want the styles to change, you’ll need to create custom styles.
To change the theme: Customizing a themeLet’s say you really like the fonts from one theme, but you want to experiment with different color schemes. Luckily, you can mix and match the colors, fonts, and effects from different themes to create a unique look for your document. If it still doesn’t look exactly right, you can customize the theme colors and theme fonts.
To change theme colors:When setting theme colors, try to find a part of your document that uses several colors so you get the best idea of what the color scheme looks like.
To change theme fonts: To change theme effects:Some themes can add a picture fill to shapes, depending on which shape styles are used. For example, the Paper theme can add a paper-like texture to shapes. Try exploring some of the different shape styles after changing the theme.
To save your theme:Once you’ve found settings you like, you may want to save the theme so you can use it in other documents.
Challenge!
Open an existing Word document. If you want, you can use this example.
Apply several different styles to different parts of your document.
Apply a style set to your entire document.
Modify an existing style.
Apply a theme.
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Modify The Structure And Appearance Of Text In Microsoft Word 2023
This chapter from Microsoft Word 2023 Step By Step guides you through procedures related to applying character and paragraph formatting, structuring content manually, creating and modifying lists, applying styles to text, and changing a document’s theme.
Documents contain text that conveys information to readers, but the appearance of the document content also conveys a message. You can provide structure and meaning by formatting the text in various ways. Word 2023 provides a variety of simple-to-use tools that you can use to apply sophisticated formatting and create a navigational structure.
This chapter guides you through procedures related to applying character and paragraph formatting, structuring content manually, creating and modifying lists, applying styles to text, and changing a document’s theme.
Apply paragraph formattingA paragraph is created by entering text and then pressing the Enter key. A paragraph can contain one word, one sentence, or multiple sentences. Every paragraph ends with a paragraph mark, which looks like a backward P (¶). Paragraph marks and other structural characters (such as spaces, line breaks, and tabs) are usually hidden, but you can display them. Sometimes displaying these hidden characters makes it easier to accomplish a task or understand a structural problem.
You can change the look of a paragraph by changing its indentation, alignment, and line spacing, in addition to the space before and after it. You can also put borders around it and shade its background. Collectively, the settings you use to vary the look of a paragraph are called paragraph formatting.
You can modify a paragraph’s left and right edge alignment and vertical spacing by using tools on the Home tab of the ribbon, and its left and right indents from the Home tab or from the ruler. The ruler is usually hidden to provide more space for the document content.
The left indent can be changed from the Home tab or the ruler
If you modify a paragraph and aren’t happy with the changes, you can restore the original paragraph and character settings by clearing the formatting to reset the paragraph to its base style.
Configure alignmentThe alignment settings control the horizontal position of the paragraph text between the page margins. There are four alignment options:
Align Left This is the default paragraph alignment. It sets the left end of each line of the paragraph at the left page margin or left indent. It results in a straight left edge and a ragged right edge.
Align Right This sets the right end of each line of the paragraph at the right page margin or right indent. It results in a straight right edge and a ragged left edge.
Center This centers each line of the paragraph between the left and right page margins or indents. It results in ragged left and right edges.
Justify This alignment adjusts the spacing between words so that the left end of each line of the paragraph is at the left page margin or indent and the right end of each line of the paragraph (other than the last line) is at the right margin or indent. It results in straight left and right edges.
The icons on the alignment buttons on the ribbon depict the effect of each alignment option.
To open the Paragraph dialog box
Do either of the following:
To set paragraph alignment
Position the cursor anywhere in the paragraph, or select all the paragraphs you want to adjust.
Do either of the following:
Configure vertical spacing
Paragraphs have two types of vertical spacing:
Paragraph spacing The space between paragraphs, defined by setting the space before and after each paragraph. This space is usually measured in points.
Line spacing The space between the lines of the paragraph, defined by setting the height of the lines either in relation to the height of the text (Single, Double, or a specific number of lines) or by specifying a minimum or exact point measurement.
The default line spacing for documents created in Word 2023 is 1.08 lines. Changing the line spacing changes the appearance and readability of the text in the paragraph and, of course, also changes the amount of space it occupies on the page.
You can set the paragraph and line spacing for individual paragraphs and for paragraph styles. You can quickly adjust the spacing of most content in a document by selecting an option from the Paragraph Spacing menu on the Design tab. (Although the menu is named Paragraph Spacing, the menu options control both paragraph spacing and line spacing.) These options, which are named by effect rather than by specific measurements, work by modifying the spacing of the Normal paragraph style and any other styles that depend on the Normal style for their spacing. (In standard templates, most other styles are based on the Normal style.) The Paragraph Spacing options modify the Normal style in only the current document, and do not affect other documents.
The following table describes the effect of each Paragraph Spacing option on the paragraph and line spacing settings.
To quickly adjust the vertical spacing before, after, and within all paragraphs in a document
Each paragraph spacing option controls space around and within the paragraph
To adjust the spacing between paragraphs
Select all the paragraphs you want to adjust.
On the Layout tab, in the Paragraph group, adjust the Spacing Before and Spacing After settings.
The settings in the Spacing boxes are measured in pointsTo adjust spacing between the lines of paragraphs
Position the cursor anywhere in the paragraph, or select all the paragraphs you want to adjust.
You can choose from preset internal line spacing options or adjust paragraph spacing
Position the cursor anywhere in the paragraph, or select all the paragraphs you want to adjust.
Configure indentsIn Word, you don’t define the width of paragraphs and the length of pages by defining the area occupied by the text; instead, you define the size of the white space-the left, right, top, and bottom margins-around the text.
Although the left and right margins are set for a whole document or for a section of a document, you can vary the position of the paragraphs between the margins by indenting the left or right edge of the paragraph.
Left Indent This defines the outermost left edge of each line of the paragraph.
Right Indent This defines the outermost right edge of each line of the paragraph.
First Line Indent This defines the starting point of the first line of the paragraph.
The ruler indicates the space between the left and right page margins in a lighter color than the space outside of the page margins.
The default setting for the Left Indent and First Line Indent markers is 0.0″, which aligns with the left page margin. The default setting for the Right Indent marker is the distance from the left margin to the right margin. For example, if the page size is set to 8.5″ wide and the left and right margins are set to 1.0″, the default Right Indent marker setting is 6.5″.
You can arrange the Left Indent and First Line Indent markers to create a hanging indent or a first line indent. Hanging indents are most commonly used for bulleted and numbered lists, in which the bullet or number is indented less than the main text (essentially, it is out dented). First line indents are frequently used to distinguish the beginning of each subsequent paragraph in documents that consist of many consecutive paragraphs of text. Both types of indents are set by using the First Line Indent marker on the ruler.
To display the ruler To indent or outdent the left edge of a paragraph
Position the cursor anywhere in the paragraph, or select all the paragraphs you want to adjust.
Do any of the following:
To create a hanging indent or first line indent
Position the cursor anywhere in the paragraph, or select all the paragraphs you want to adjust.
Set the left indent of the paragraph body.
On the ruler, drag the First Line Indent marker to the ruler measurement at which you want to begin the first line of the paragraph.
To indent or outdent the right edge of a paragraph
Position the cursor anywhere in the paragraph, or select all the paragraphs you want to adjust.
Do either of the following:
On the ruler, drag the Right Indent marker to the ruler measurement at which you want to set the maximum right edge of the paragraph.
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