A video tutorial accompanying this article is available for ABA members. Also, see part one of this article and its related video.
Learning to use styles and new features introduced in Microsoft Word 2007 such as Quick Style Sets and the Quick Styles Gallery can save you time in drafting documents.
Styles for one-click formatting
“Styles” in Microsoft Word allows you to simultaneously apply multiple formatting options to a document with a click of the mouse. For example, imagine that you have to format certain text in Garamond font, 12 point, blue, bold and small caps, as well as apply single-spacing and left-side paragraph indentions of 1-inch. Instead of applying those options one by one, you can save all your formatting choices as a style and apply them with a single mouse click.
Using the Quick Styles Gallery
Word 2007 introduced the Quick Styles Gallery, a grid of available styles located in the Styles group of the Home tab of the Ribbon. Click on the second downward arrow icon on the right side of the Styles grid to view all of the Quick Styles accessible in the gallery. Click on a Quick Style to apply its set of styles to your document.
To add a style that you create to the Quick Styles Gallery, either save it as a new Quick Style or check the “Add to Quick Style List” box.
There are other available Quick Styles besides the ones in the gallery. To add more styles, open the Styles pane and click on “Options.” Select “All Styles” from the pulldown menu to see all of the other available Quick Styles. Then, right-click on a desired style and select “Add to Quick Style Gallery.”
To remove a Quick Style from the gallery, right-click on it and select “Remove from Quick Style Gallery.”
Reuse documents and styles with templates and style sets
You can use Word templates when you are creating many similar documents that are based on the same set of styles. Download these templates and forms from Microsoft or from other sources such as the ABA Web Store.
To create your own template, first apply the appropriate styles to your document. Next, save those styles as described in part one of this article, then click on the Office Button “Save As.” In the "Save as type" dropdown menu that will appear, select “Word Template” (.dotx) or “Word Macro-Enabled Template” (.dotm).
Generally, templates are saved in C:\Documents and Settings\UserName\Application Data\Microsoft\Templates. You may need to adjust your Advanced Settings to view the templates folder, which is usually hidden from view when using Windows Explorer.
To create documents based on templates you have created or downloaded, first go to the Office Button and click “New.” Next, in the left column of the new document window that will appear, click on “My Templates” in the Templates section, and select your template.
If you leave the default radio button for “Create New Document” selected, the template will open as a regular document that can be edited and saved as usual, leaving your template intact for future use.
If you didn’t save your template in the Templates folder you must manually locate the template by going to the Office Button and clicking “Open.” This will open the template as a template, and you will have to select the Office Button “Save As” and switch the document type under the “Save as Type” pulldown menu to save your file as a document instead of a template.
Quick Style sets
Quick Style sets allow you to quickly preview and apply different sets of styles and templates to a Word document in real time. Access Style sets via the “Change Styles” button on the Home tab of the Ribbon. Move your cursor over the list of Style sets to preview the different styles and formatting available to your document in real time. Add your own Style sets to the list by opening a template you've created or by modifying the styles in a document, and then selecting “Change Styles,” ”Style Set,” ”Save as Quick Style Set.”
Another helpful tool is the Style Inspector. From the Styles pane, click on the “Style Inspector” button (an image of double A’s with a magnifying glass). Click on text to find out information on the style name and formatting. Click on the “Reveal Formatting” button (an image of a single letter A with a magnifying glass) on the Style Inspector window to view more detailed formatting information.
With a little practice using styles and templates in Microsoft Word, you can go a long way toward saving yourself time in drafting documents.