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If you want to quickly change the appearance of your text, tables or lists in your document you can apply a style. A style is a set of formatting characteristics, that, when you apply it, you apply a whole group of formats in one simple task.

If you want to format the title of your text, you can, instead of taking three separate steps to format your title as 16 pt, Arial and center-aligned, get the same result by applying the Title style.

There are four types of styles you can apply in your document:

• Paragraph style: controls all aspects of a paragraph’s appearance, such as text alignment, tab stops, line spacing, and borders, and can include character formatting;
• Character style: a style that effects a selected text in a paragraph, such as the font and size of text, and bold and italic formats;
• Table style: this styles provides a consistent look to borders, shading, alignment and fonts in tables;
• List style: applies similar alignment, numbering or bullet characters, and fonts to lists.

If you want to view or create a style, just go to the Styles and Formatting task pane. Direct formatting that you apply is also stored here, so that you can quickly reuse it.

Applying a different style to text

When you want to change the style of text, you can apply an existing style, also known as a built-in style. If you don’t see a style with the characteristics you want, you can create a new style, and then apply it.

Modifying a style

To quickly change all the text that is formatted with a particular style, you can redefine the style. For example, if your main headings are 14 pt Arial, flush left, and bold, and you later decide you want your headings to be 16 pt, Arial Narrow, and centered, you don’t have to reformat every main heading in your document. Instead, just change the properties of that style. Note that when you change a formatting element of the base style in a document, all styles that originate from the base style in that document will also reflect the change.

You can also have Microsoft Word modify a style automatically, meaning that Word detects when you alter the formatting of text containing a style, and then automatically updates the style. When Word automatically updates the style, all text formatted with that style is updated to match the formatting of the text you just changed. Automatically updating styles is recommended for users who are experienced with using styles.

Creating a new style

1. If the Styles and Formatting task pane is not open, click the Format menu and select Styles and Formatting. The Styles task pane appears on the right-side of the window.
2. In the Styles and Formatting task pane, click New Style.
3. In the Name box, type a name for the style.
4. Do one of the following:
   • In the Style type box, click Character.
   • In the Style type box, click Paragraph
   • In the Style type box, click Table.
   • In the Style type box, click List.
   
5. Select the option that you want, or click Format to see more options.

Tip: If you want to use text that you have already formatted, select it, and
then base the new style on the formatting and other properties applied
to the selected text.

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Technorati Tags: Microsoft Office, Microsoft Word, Microsoft Word tips and tricks, Microsoft Word Tutorial, Microsoft word video tutorial, Video tutorial Microsoft Word

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Every Word document contains headers and footers, areas in which you can put a document or chapter title, author name, page number, graphics, watermarks, and any other essentials that you want to repeat over several (or all) pages in the document. The header and footer of this page contain a department name, the document title, and page numbers. If you don’t put anything in them those headers and footers still exist, but are left blank and take up no space on the page.

Usually, what you put in the header or footer appears on every page of the document. However, you can create customized headers and footers that are different for the first page, have different text for different chapters in a book, and contain different numbering styles for different sections of your document (i, ii, iii, or 1, 2, 3).

To get into the headers and footers of a document, click the View menu and select Header and Footer. The body of your document turns gray, and dashed boxes labeled “Header” and “Footer” appear at the top and bottom of each page, along with a Header and Footer toolbar.

Anything you put in the Header or Footer boxes – text, graphics, page numbers, etc. –by default appear on every page. You can format these items the same way you format items in the body of your document.

The Header and Footer toolbar has many options that are described below:

* Page Number: Inserts page numbers that automatically update when you add or delete pages.

* Insert Number of Pages: Prints the total number of pages in the active document by inserting a NUMPAGES field at the insertion point. To print page numbers in the style “Page 3 of 12,” type the word “Page”, click where you want to insert the current page number, type the word “of”, and then click where you want to insert the total number of pages.

* Format Page Number: Formats the page numbers in the current section.

* Date (Header and Footer toolbar): Inserts a date field that automatically updates so that the current date is displayed when you open or print the file.

* Time (Header and Footer toolbar): Inserts a time field that automatically updates so that the current time is displayed when you open or print the file.

* Page Setup (File menu): Sets margins, paper source, paper size, page orientation, and other layout optionsfor the active file.

* Show/Hide Document Text: Displays or hides the document text while you work in the header or footer area.

* Switch Between Header and Footer: Moves the insertion point between the areas in which you create or change headers and footers.

To get out of the Header/Footer and return to the normal view, click Close on the toolbar, or double-click the body of the document.

Different First Page Header/Footer

In many documents, the first page is the title page. Therefore, it’s often redundant (and repetitious, too) to have the header and footer information appear on a title page.

1. To choose a different header/footer for the first page, click the View menu and select Header and Footer.

2. On the Header and Footer toolbar, click the Page Setup button. The Page Setup dialog box appears.

3. Click the Layout tab, and then check Different first page. Click OK.

4. The header and footer on the first page are labeled “First Page Header” and “First Page Footer.” Add any content you like to the header and footer for the first page, and then scroll down to another page to add content to the header and footer for the rest of the pages.

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To change the appearance of text, select the text and then apply the formats you want. To change common formats quickly, use the Formatting toolbar or click the Format menu and select Font…. To change the style of a word from a normal type style, highlight the word(s) you want to change and select the Bold button, Italic button, and/or Underline button. You can apply other character formats, such as hidden text, superscript, and subscript by clicking the Format menu and selecting Font…. Word is preset to align text flush with the left margin, leaving a ragged right edge. Text alignment can be set by using the alignment buttons on the Formatting toolbar or by clicking the Format menu and selecting Paragraph….

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Copy and Paste

Sometimes you want to duplicate text or move a paragraph to another location. To copy text, highlight the text you want to copy. Click the Copy button on the Standard toolbar. Click the cursor on the location where you want the text inserted. Then use the Paste button to insert the text in that location. If you want to move the text, you can follow the same procedure, but use the Cut button from the Standard toolbar. If you want to use the keyboard you can use the following combinations: to copy you use Ctrl+C, to paste you use Ctrl+V, to cut you use Ctrl+X.

When you paste text between Word documents, the formatting that Word applies to the pasted text depends on whether the text you copy includes a section break and on whether the document you copy to is empty. If you include a section break when you copy text, you create a new section when you paste the text into another document.

Drag and Drop Text

Drag-and-drop editing is the easiest way to move or copy a selection a short distance. To drag text to a new location, highlight the text to be moved. Place the pointer somewhere in the middle of the selected text. Press and hold the mouse button. Drag the highlighted text to the spot where you want it moved. Release the mouse button.

Correcting and Deleting

To correct simple typing mistakes, press either the [BACKSPACE] or the [DELETE] key. Depending on your computer, the key will delete either the text preceding or following the insertion point respectively. To delete more than a few characters, it’s faster to select the text you want to delete and then press either the [BACKSPACE] or the [DELETE] key.

Undoing Mistakes

If you make a mistake in Word, you can “undo” the action or command. For example, if you accidentally delete a word, you can bring it back again by pressing the Undo button or clicking the Edit menu and selecting Undo. If you decide to go through with the action after all, you can press the Redo button or click the Edit menu and select Redo. There are certain actions you can’t undo, such as saving or printing a document.

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Selecting text

Before you can move, format, delete, or otherwise change text you must select the item. You select using the mouse or keyboard.

When using the mouse to select, simply move the pointer to the beginning of the desired text to be selected, click and hold down the left mouse button, and then move the mouse until all the desired text is highlighted releasing the button when you reach the end. To cancel the selection, click outside the selection, or use the arrow keys to move the insertion point.
When using the keyboard, press the [F8] key to turn on Extended Selection Mode (notice EXT now appears bold in the status bar). By immediately pressing [F8] again, the current word is selected. Pressing [F8] a third and fourth time will highlight the current sentence and paragraph respectively. To cancel the Extended Selection Mode, press the [Esc] key or double-click the EXT in the status bar.

Personally, I find it much easier to use the mouse, but if you rather work with the keyboard, that is your own choice.

Selecting Nonconsecutive Items

You can select a word in the first paragraph, and a word in the fifth paragraph, but not all the words in between. This is helpful if you want to perform the same task on multiple items, such as delete them or change their formatting.

1. Select the first item you want, such as a word or paragraph
2. Hold down CTRL.
3. Select any additional items you want

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Last time I explained about Page Setup in Microsoft Word. One of the themes I talked about was changing the margins in your document. Because I think it would be much easier if you could watch someone change the margins in a Microsoft Word-document, I found this video for you.

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