Paul Mundy www.mamud.com

Using styles in Microsoft Word

Make structuring and editing manuscripts easier

Five ways to format text: 1

Format menu Select the text you want to format Click on Format menu

Select Font… Select Arial Select Bold Select 24 pt Click OK

Click on Format menu again Select Paragraph Select Spacing before 12 pt Select Spacing after 6 pt Click OK

12 clicks!

Five ways to format text: 2

Format buttons Select the text you want to format Click on Font drop-down box

Select Arial Click on Bold button Click on Font size drop-down box

Select 24 pt Click on Format menu (no button

for formatting paragraphs) Select Paragraph Select Spacing before 12 pt Select Spacing after 6 pt Click OK

11 clicks!

Five ways to format text: 3

Format painter Click on text that already has the

format you want Click on the Format Painter

button (looks like a paintbrush) Wipe the cursor across the text

you want to format 3 clicks!

To keep the cursor as Format Painter, double-click on the button

Five ways to format text: 4

Using styles Select the text you want to

format Click on Style drop-down

box Select the Heading 1 Style

3 clicks!

Five ways to format text: 5

Using style buttons Select the text you want to

format Click on the Heading 1

button 2 clicks!

Advantages of styles

Set a style once, then use it often Use Word’s built-in styles Ensures consistency within and among

documents Changing styles is easy

Changes affect all text with that style Easy to convert from one style to another Can create own house styles and embed

them in templates

Why use Heading Styles?

Keeps your headings clear No confusion about heading levels Ensures clearly structured manuscript

Lets you use Word’s Outline View Lets you generate a Table of Contents

Using Outline View 1

Use Headings Styles Heading 1

Heading 2 Heading 3

Body text body text body text body text body text body text body text body text body text

Using Outline View 2

Use Outline View to see various levels in outline

Using Outline View 3

Show Outlining Toolbar

Promote/demote headings

Move up/down Show individual

heading levels

Using Outline View 4

Check wording of headings

Check use of capital letters

Check level and order of headings

Using Outline View 5

Place cursor on heading

Select Level to change level of heading

Using Outline View 6

Double-click on + to expand or contract text

Move up or down to change order of sections

Table of contents 1

Use Headings styles for your headings

Place the cursor where you want the Table of Contents

Select Insert > Reference > Index and Tables…

Table of contents 2

Select the Table of Contents tab

Select the options you want

Click OK