Doing it in style with Microsoft Word

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Doing it in style with Microsoft Word

The styles tool is a much under-used feature of Microsoft Word but understanding its uses can help create consistent and professional formatting along with an instant Table of Contents.

A style is a shortcut which enables you to save and record all of the formatting information in a paragraph including font, size, headings and subheadings. Using styles can save you a great deal of time otherwise spent on manual editing.

Default Styles

Word’s default template is preloaded with ready-to-use formats which can also be modified to your own specifications. By hovering your mouse over the styles in the Quick Style toolbar you can see how each style will appear in your document (this assumes you are using Word 2007 – other versions may operate slightly differently).

Normal is the style applied to paragraphs when you first begin typing a new document in Word. It generally includes Times New Roman at 12 points, single line spacing and Widow/Orphan control. To apply a new default style to a given paragraph, click anywhere in that paragraph and click on the style you would like to apply.

Modifying Styles

To customise a style, select it with a right hand mouse then click Modify to make the changes you desire to the font colour, size etc. When you’re finished making changes, you have the option to automatically update the style, which means as you change your mind about the appearance of your styles you can apply modifications instantly and consistently throughout your document.

Heading styles

One of the most useful applications of styles is the use of heading styles in a structured document. You can number your different headings and sub-headings by using various heading styles and allocating a ‘level’ number. As paragraphs are allocated different heading styles, their levels are reflected in the numbering hierarchy.

Table of Contents

Another benefit of using styles in Word is the ability to instantly create a Table of Contents based on the styles you applied in your document. Simply go to the References menu and choose ‘Table of Contents’ (Word 2007). As you reorder your document or insert new headings, you can then update your Table of Contents with one simple click. Items in your Table of Contents can also be configured as hyperlinks taking recipients straight to the parts of your document that interest them the most.

Please note:

The descriptions provided above are based on Word 2007. All versions of Word contain style options but may require different menu steps.

For more information on using styles in Word 2007, click here.

For more information on using styles in Word 2003, click here.

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