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Microsoft Word 2008

Advanced Style Options

Using style options can help to ease your workload and improve consistency within and across documents. With these advanced options, you can rename a style, work with aliases, update styles across documents, and add a keyboard shortcut for a style. For information about style templates and paragraph and character formatting, refer to Styles: An Overview. For information about creating and applying styles, refer to Style Basics.

return to topRenaming a Style

Word allows you to rename a style which changes the style name throughout your document but leaves the text in the document unaltered. Renaming a style can make it easier to remember or to access.

EXAMPLE: While creating a style in your document, you realize that four of them will be used for text that is quoted. To have the styles grouped together, you may use a prefix (q-author, q-body, etc.). You can rename any styles to use this convention.

  1. From the Format menu, select Style...
    The Style dialog box appears.

  2. In the Styles list, select the style name you wish to rename or add an alias to

  3. Click MODIFY...
    The Modify Style dialog box opens.

  4. To rename the style, in the Name text box, type a new style name (e.g., Green Font)
    To add an alias to the style, in the Name text box, type a comma after the name and then type the alias (e.g., H2)
    NOTE: You cannot rename a built-in style, but you can add an alias to it.
    Name text box

  5. Click OK
    You are returned to the Style dialog box.

  6. Click CLOSE

return to topUpdating Styles Across Documents

If you create a group of documents, each based on the same template, you will want to make sure that any change to a style is reflected in each of the documents. For example, if you are writing a book with each chapter in a separate file, you may want any style changes to be copied to each of the document files. When you use the Automatically Update Document Styles command, Word copies the attached template styles to the document each time you open it. The Automatically Update Document Styles feature follows these rules:

To update styles across documents each time a document opens:

  1. Place the insertion point anywhere in the document that you want updated automatically

  2. From the Tools menu, select Templates and Add-Ins...
    The Templates and Add-ins dialog box appears.
    NOTE: The template attached to the current document is named in the Document template text box.

  3. To update your styles, select Automatically update document styles

  4. Click OK

return to topWorking with Shortcuts

You can quickly apply styles you use most often by assigning a shortcut key combination to a style. Then anytime you want to apply a style that you use regularly, all you have to do is press a key combination to apply the style to selected paragraphs.

Before you create a shortcut key for a style, first determine what styles are already built into Word's template. Word may already have assigned a shortcut key that you want to use.

Working with Shortcuts: Assigning a Shortcut

When assigning shortcut keys, the [Ctrl] key is already assigned to the majority of the shortcut keys built into Word. You may want to use [Ctrl]+[Alt] or [Shift]+[Alt] and a letter.

HINT: When choosing the key combination, it is easier to remember the combination if you use the first letter of the style name.

  1. From the Format menu, select Style...
    The Style dialog box appears.

  2. In the Styles scroll box, select the style name you wish to assign a shortcut to

  3. Click MODIFY...
    The Modify Style dialog box opens.

  4. From the Format pull-down list, select Shortcut key...
    The Customize Keyboard dialog box appears.
    Customize Keyboard dialog box

  5. In the Press new shortcut key text box, type the desired shortcut key combination
    HINTS:
    For example, to assign [control] + [shift] + [H], press all three at once.
    The Currently assigned to prompt tells you whether the key combination that you have chosen is currently selected for another use in Word. If you see an existing description for that particular key combination, you can overwrite the existing Word key assignment or you can try another combination until the Currently assigned to prompt tells you that it is unassigned.

  6. To assign the shortcut key to the style, click ASSIGN

  7. Click OK
    You are returned to the Modify Style dialog box.

  8. Click OK
    You are returned to the Style dialog box.

  9. Click CLOSE

Working with Shortcuts: Using a Shortcut

  1. To apply a style with a shortcut, select the text you want to format

  2. Press the shortcut key combination
    EXAMPLE: [control] + [shift] + [H]
    The style is applied.

Working with Shortcuts: Removing a Shortcut

  1. Repeat steps 1-4 from Working with Shortcuts: Assigning a Shortcut
    The Customize Keyboard dialog box appears.

  2. In the Current keys text box, select the shortcut key combination

  3. To remove the shortcut key combination, click REMOVE
    The shortcut key is removed.

  4. Click OK
    You are returned to the Modify Style dialog box.

  5. Click OK
    You are returned to the Style dialog box.

  6. Click CLOSE

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