Hi everybody and welcome to this week's blog especially for Microsoft Word users. 
 
Did you know that each paragraph you type in a Microsoft Word is based on a Style?  
Bog standard body text in a fresh document is based on the Normal style in the Normal template.  
There are many pre-set styles such as Heading1, Heading 2, List Style … 
 
So, how do you use styles and what are the benefits of using them? ...... 
Of the many benefits of using styles, the most persuasive argument for me for using styles is the ability to quickly make formatting reusable and consistent. You are able to set up a personal/corporate colour theme for headings in all your documents. In addition, there are some unexpected wins when using some of the pre-set styles eg if you have used Heading 1 to Heading 3 (or more) throughout a long document you can very quickly create a Contents Page complete with page numbers! (I’ll do a blog on this in the future) 
 
The next screenshot shows colour styles that I used in the downloadable document to accompany this blog. The blue band (Have you got style) is my Heading1 style for that document, the green bands are in Heading2 style and the peachy coloured band is my Heading3 style. 
 
Anyway let’s get down to it - please find below some info on Word Styles that you can maybe “adopt and adapt”. 

Screenshot showing Styles in use ... 

What can I switch on to help me with Styles? 
 
You can already see available styles on the Home tab in Word, but it's best if you can show the Styles List on the RHS of the document window and if you work in Draft view you can reveal the style used in each paragraph on the LHS of the document window: 
1. Click Home tab, Styles Gallery dropdown to show quick choices 
2. Click Home tab, Styles Launcher to show Styles List on RHS of window 
3. Click the File tab, Options, Advanced and under Display, Set the width of the Style area pane width in Draft and Outline views to 2.5 cm (or to taste) 
• Switch to Draft view (Ctrl+Alt+N) where new LH margin indicates used styles … 
• Switch back to Print Layout view (Ctrl+Alt+P) when done 
 
Using available Styles 
 
1. Select the text then click style in the Styles Gallery or Styles List 
2. Note: ¶ = Whole Paragraph style a = Selected Text style 
3. Pick up a few keyboard tricks from the Shortcuts List Section at end of blog to quickly apply some of the pre-set Styles … 
 
Building New Styles from Scratch 
 
1. Click Home tab, Styles Launcher to show Styles List (Ctrl+Shift+Alt+S
2. Click New Style (bottom LH button – shown) 
3. Complete the New Style Dialog as appropriate – must name it but avoid pre-set names 
4. Click Format & choose attributes as needed … 
5. Click OK twice to return to document 
 
Building New Styles by Example 
 
1. RH click text providing the new style, click Styles, Save Selection as a NewQuick Style … 
2. Type a new name in the dialog, and click OK 
 
Modifying Styles 
 
1. Click Home tab, Styles Launcher to show Styles List (Ctrl+Shift+Alt+S
2. RH click the style in use in the list, click Modify, make changes to style then click OK 
 
Redefining Styles by Example 
 
1. Reformat a paragraph with the target style (stay in it) 
2. RH click text, click Styles, Update … to Match Selection 
 
Deleting Styles 
 
1. Click Home tab, Styles Launcher to show Styles List (Ctrl+Shift+Alt+S
2. RH click the style in use in the list, click Delete … make changes to style then click OK 
 
Tidying Styles 
 
Sometimes you want to remove manually applied formatting from text to get back to square one. There are a couple of situations with matching shortcuts that you will come across: 
1. How to RESET the style formatting back to its definition in Style Gallery – use Ctrl+Q 
2. How to remove MANUALLY applied formatting – use Ctrl+Spacebar 
 
See you next time. 
“Les is more!” 
 
 
 

Shortcuts List 

Keystoke 
Effect 
Ctrl+Q 
Reset paragraph formatting back to its definition in Style Gallery 
Ctrl+Spacebar 
Remove manual character formatting 
Ctrl+Shift+Alt+S 
Show Styles List 
Ctrl+Alt+1 
Apply Heading1 Style 
Ctrl+Alt+2 
Apply Heading2 Style 
Ctrl+Alt+3 
Apply Heading3 Style 
Ctrl+Alt+N 
Switch to Draft view (formerly Normal view) 
Ctrl+Alt+P 
Switch to Print Layout view 
Ctrl+Shift+N 
Apply Normal Style 
Ctrl+Shift+L 
Apply List Style 
Tagged as: Microsoft Word, Styles, Word
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