Styles, Tables of Contents, and Tables of Authorities in Microsoft Word 2010

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1 Styles, Tables of Contents, and Tables of Authorities in Microsoft Word 2010 TABLE OF CONTENTS WHAT IS A STYLE?... 2 VIEWING AVAILABLE STYLES IN THE STYLES GROUP... 2 APPLYING STYLES FROM THE STYLES GROUP... 3 USING MICROSOFT S PREDESIGNED STYLE SETS... 4 MICROSOFT S DEFAULT STYLE SET... 4 CHANGING STYLE SETS... 4 SETTING A DEFAULT STYLE SET... 4 CHANGING STYLE SET COLORS... 5 SETTING A DEFAULT STYLE SET COLOR... 5 CHANGING STYLE SET FONTS... 6 SETTING A DEFAULT STYLE SET FONT... 6 CREATING A NEW STYLE... 7 MODIFYING STYLES... 8 BASIC STYLE MODIFICATIONS... 8 COMPLEX STYLE MODIFICATIONS... 9 STYLE MODIFICATIONS WITHIN A DOCUMENT APPLYING STYLES TO OTHER DOCUMENTS APPLYING YOUR NEW OR MODIFIED STYLE TO NEW DOCUMENTS APPLYING YOUR NEW OR MODIFIED STYLE TO PREVIOUSLY CREATED DOCUMENTS DELETING A STYLE TABLE OF CONTENTS ADDING HEADING STYLES TO YOUR DOCUMENT CREATING A TABLE OF CONTENTS FORMATTING YOUR TABLE OF CONTENTS EDITING THE TEXT IN YOUR TABLE OF CONTENTS DELETING YOUR TABLE OF CONTENTS TABLE OF AUTHORITIES WHAT IS A TABLE OF AUTHORITIES? MARKING YOUR CITATIONS DELETING A MARKED CITATION CREATING A NEW CITATION CATEGORY CREATING A TABLE OF AUTHORITIES EDITING A TABLE OF AUTHORITIES DELETING A TABLE OF AUTHORITIES Dianne Harrison Ferro Mesarch

2 WHAT IS A STYLE? The definition of a style is two-fold. First, you can think of a style as a set of defined formatting characteristics that you can use repeatedly throughout the document. For example, you might want a heading that is centered, bold, blue and a larger font size. Instead of going through those four formatting commands each time you want to apply those characteristics to your text, you can store the formatting commands in a style, which you can apply anywhere within your document with one mouse click. Thus, styles help to ensure a uniform look in a document. Second, styles are used to "tag" or identify parts of a document. For example, the easiest way to create a table of contents is through the use of styles. VIEWING AVAILABLE STYLES IN THE STYLES GROUP Styles can be accessed through the Styles group of the Home tab. The currently applied style should be highlighted in the Styles group. The More icon. Clicking on the More icon in the Styles group reveals more available style types. Note: The easiest way to view the currently applied style is to add the Style icon to your Quick Access toolbar. 2

3 APPLYING STYLES FROM THE STYLES GROUP When you begin working in a new Microsoft Word document, the default style is Normal, which should be highlighted in the Style group of the Home tab. To switch styles, follow the instructions listed below. 1. Click once in the paragraph to which you want to apply a style. 2. Go to the Home tab. 3. Click once on the style that you want to apply in the Styles group. 4. If you don't see the style that you want, click the More button to expand the Styles gallery. 5. You can hold your cursor over a style without clicking on it, to see how it will appear in your document. 6. When you find a style that you like, click once on it. 7. The style will be applied to the selected text. 3

4 USING MICROSOFT S PREDESIGNED STYLE SETS Microsoft s Default Style Set When you open Word 2010, the default style set is Word You can choose from fourteen predesigned style sets, which include formatting options for headings, body text, quotes, and titles. Changing Style Sets 1. Go to the Home tab and click on the Change Styles icon. 2. A submenu will appear. 3. Hold your cursor over the option Style Sets to list Microsoft s fourteen predesigned style sets. 4. Hold your cursor over a style set without clicking on it, to see how the styles will appear in your document. 5. When you find a style set that you like, click once on it. 6. That style set will be applied to your active document. Note: When you apply a new style set, it will change all of the styles within your active document, including headings and your normal font. Setting a Default Style Set Once you have applied a style set to your document, you can click on the Change Styles icon and choose the Set as Default option. That style set will then become the default for all new documents. 4

5 Changing Style Set Colors The second option of the Change Styles submenu is Colors, which lists Microsoft s predesigned color sets. This option allows you to choose a style set and then change its color. Hold your cursor over a color set without clicking on it, to see how it will appear in your document. When you find a color set that you like, click once on it. It will be applied to your active document. Note: When you apply a new style color set, it will change the colors of all of the styles used within your active document. Setting a Default Style Set Color Once you have applied a style set color to your document, you can click on the Change Styles icon and choose the Set as Default option. That style set color will then become the default for all new documents. 5

6 Changing Style Set Fonts The third option of the Change Styles submenu is Fonts, which list Microsoft s predesigned font sets. This option allows you to choose a style set and change its font type. Hold your cursor over a font set without clicking on it, to see how it will appear in your document. When you find a font set that you like, click once on it. It will be applied to your active document. Note: When you apply a new style font set, it will change the fonts of all of the styles used within your active document. Setting a Default Style Set Font Once you have applied a style set font to your document, you can click on the Change Styles icon and choose the Set as Default option. That style set font will then become the default for all new documents. 6

7 CREATING A NEW STYLE If you do not like any of Microsoft s predesigned style sets, you can create your own. 1. Open a document. 2. Select some text to modify. 3. Make the desired formatting modifications to the text. 4. Right-click on the newly formatted text. 5. A submenu will appear. 6. Hold your cursor over the Styles option. 7. Another submenu will appear. 8. Click on the Save Selection as a New Quick Style option. 9. The Create New Style from Formatting dialog will appear. 10. Type a name for the style in the Name field. 11. Click on the OK button. 12. Your new style will appear in the Styles gallery with the name you gave it, ready for you to use within your active document. 7

8 MODIFYING STYLES Basic Style Modifications Modifying styles allows you to take advantage of one of the benefits of using styles the ability to make a change in one place that will take effect throughout an entire document, creating a uniform-looking paper. 1. Right-click on the style name that you want to modify within the Styles gallery. 2. A submenu will appear. 3. Click on the Modify option. 4. The Modify Style dialog will appear. The Formatting section 5. Make basic formatting changes in the Formatting section. 6. Click on the OK button. 7. Your changes will affect all of the text within your document that has that style applied to it. Note: Any modifications made to the Normal style will have a global affect headers, footers, footnotes, etc. will all conform to any modifications made to that particular style. Use caution when making changes to the Normal style. 8

9 Complex Style Modifications 1. Right-click on the style name that you want to modify within the Styles group. 2. A submenu will appear. 3. Click on the Modify option. 4. The Modify Style dialog will appear. 5. Click on the Format button at the bottom of the dialog. 6. A submenu will appear. 7. Use the listed menu categories to make the desired formatting changes. 8. After making your formatting changes, click on that dialog s OK button. 9. You will return to the Modify Style dialog. 10. Click on the OK button. 11. Your changes will affect all of the text within your document that has that style applied to it. 9

10 Style Modifications within a Document You can change your paragraph and text formatting within a document and then use that text to update a style. To do so, follow the instructions listed below. 1. Select some of the text you wish to modify. 2. Make the desired modifications to the text. 3. Make sure the text is still selected. 4. Right-click on the style name in the Styles group of the Home tab. 5. Click once on the Update [Style Name] to Match Selection option. 6. Your changes will affect all text that has that style applied within the open document. 10

11 APPLYING STYLES TO OTHER DOCUMENTS Applying Your New or Modified Style to New Documents Styles reside in the document in which they were created. When you create or modify a style, it only affects the current document. However, you can share your styles with all new documents or the normal.dotm, which is Microsoft Word s default document template. (It can also be referred to as the global template. ) The normal.dotm template opens whenever you start Microsoft Office Word 2010, and it includes default styles and customizations that determine the basic look of a document. 1. Position the cursor within a paragraph that contains the style you want to share. 2. Right-click on the style name in the Styles group of the Home tab. 3. A submenu will appear. 4. Click on the Modify option. 5. The Modify Style dialog will appear. 6. Make sure that the name of the style you want to share is in the Name field. 7. Enable the New Documents Based on this Template field. 8. Click on the OK button. 9. Any new documents that you create will now contain your new style. Note: Do not enable the Automatically Update field. This feature can cause a lot of frustration because your styles will change unexpectedly if you make any formatting changes to any text that has the style applied to it. 11

12 Applying Your New or Modified Style to Previously Created Documents If you want your styles to be available in previously created documents, follow the instructions below. 1. Add the desired style to the normal.dotm template. 2. Open the old document into which you want to copy the style. 3. Click on the dialog launcher of the Styles group. 4. The Styles pane will open. The Manage Styles icon 5. Click on the Manage Styles icon. 6. The Manage Styles dialog will open. 7. Click on the Import/Export button. 12

13 8. The Organizer dialog will open. 9. Make sure that you are on the Styles tab. 10. Select the style you want to share from the In Normal.dotm category. 11. Click on the Copy button. 12. Click on the Close button. 13. The shared style will now be available in the previously created document for you to use. Note: The Styles tab is displayed by default and displays the list of styles contained in the current document on the left and the list of styles contained in the normal.dotm template on the right. 13

14 DELETING A STYLE To delete a style, follow the instructions below. 1. Click on the dialog launcher of the Styles group. 2. The Styles pane will open. 3. Click on the Manage Styles icon. 4. The Manage Styles dialog will open. 5. Click on the Import/Export button. 6. The Organizer dialog will open. 7. Make sure you are on the Styles tab. 8. Go to the appropriate column and select the desired style to be deleted. 9. Click on the Delete button. 10. A dialog will appear, asking if you want to delete the style. 11. Click on the Yes button. 12. You will return to the Organizer dialog. 13. Click on the Close button. Note: If you want to completely eradicate a style, make sure you delete it from the current document on the left and the list of styles contained in the normal.dotm template on the right. 14

15 TABLE OF CONTENTS Adding Heading Styles to Your Document The easiest way to create a table of contents is to use heading styles. To apply a heading style, follow the instructions below. 1. Open the document to which you want to add the table of contents. 2. Click on the Styles group dialog launcher. 3. The Styles task pane will open. 4. Click on the Options link. 5. The Style Pane Options dialog will appear. 6. Click on the downward pointing arrow to the right of the Select Styles to Show field. 7. Choose the All Styles option and click on the OK button. 8. All available styles will appear in the task pane. 9. In your document, select the text that you want to appear in your table of contents (usually a phrase or a brief sentence). 10. Select the appropriate heading style from the Styles task pane. 11. The style will go into effect immediately. Note: Once you apply a style to your document, the style should appear in the Style gallery. 15

16 Creating a Table of Contents To build a table of contents, Microsoft Word searches for text that has been formatted as headings. It detects these headings, sorts them by level, and then dynamically creates a table of contents. To create a table of contents, follow the instructions below. 1. Determine where you want to insert your table of contents. 2. Click once in that location. 3. Go to the References tab. 4. Click on the Table of Contents icon. 5. A gallery of predesigned table of contents will appear. 6. Click on one of the options 7. A table of contents will be inserted into your document. Note: If you do not have any headings in your document, the only way you can create a table of contents is to type it manually. 16

17 Formatting Your Table of Contents 1. Click on your table of contents. 2. Go to the References tab. 3. Click on the Table of Contents icon. 4. Choose the Insert Table of Contents option from the submenu that appears. 5. The Table of Contents dialog will appear. 6. Click on the downward pointing arrow to the right of the Formats field. 7. Choose one of the available designs by clicking on its name. (An example of the formatting that you have selected will appear in both the Print Preview and Web Preview fields.) 8. Determine the number of heading levels that you want to display in your table of contents in the Show Levels field. 9. Click on the Options button to determine what style headings will appear in your table of contents. 10. Click on the Modify button to determine how the style headings will appear in your table of contents. 11. Click on the OK button. 12. You will be prompted to replace the original table of contents. 13. Click on the Yes button. 14. The newly modified table of contents will be inserted into your document. Note: The Modify button will only be activated if the From Template option is the selection within the Formats field. 17

18 Editing The Text In Your Table of Contents Microsoft Word creates a table of contents dynamically. After editing your document, you may need to update your table of contents. The table of contents cannot be edited directly, but the source that informs it can be modified. To update your table of contents, follow the instructions below. 1. Make whatever changes you want in the body of your document. 2. Double-click on your table of contents. 3. Your table of contents will be surrounded by a line and an Update Table icon will appear in its upper left-hand corner. 4. Click on the Update Table icon. 5. An Update Table of Contents dialog will appear. 6. If the only change in your document involves pagination, enable the Update Page Numbers Only field and click on the OK button. 7. If you have changed text in your headings, added headings, or deleted headings, enable the Update Entire Table field and click on the OK button. 8. Your table of contents will update immediately. Deleting Your Table of Contents 1. Go to the References tab. 2. Click on the Table of Contents icon. 3. Choose the Remove Table of Contents option. 4. Your table of contents will be deleted immediately. 18

19 TABLE OF AUTHORITIES What is a Table of Authorities? A table of authorities lists the references in a legal document (cases, statutes, rules, etc.), along with the numbers of the pages on which the references appear. Marking Your Citations In order to create a table of authorities, you must first mark your citations. To do so, follow the instructions below. 1. Open your document. 2. Display the non-printing characters in your document by clicking once on the Show/Hide icon, located in the Paragraph group of the Home tab. 3. Select your first citation. 4. Go to the References tab and click on the Mark Citation icon in the Table of Authorities group. 5. The Mark Citation dialog will appear. 6. Edit the full citation as you want it to appear in the table of authorities in the Selected Text field. 7. Click on the downward pointing arrow to the right of the Category field to choose the category that applies to the citation. 8. There are legally correct ways to type a short citation once a full citation has been used in your document. Use the Short Citation field to input the correct short citation form. This is a very good way to check your legal referencing work. 9. Click on the Mark All button if this citation (including short citations) appears more than once in your document. 10. Click on the Mark button if this citation only appears once in your document. 11. The citation(s) will be marked. 12. Click on the Close button. 19

20 13. You will return to your document, where you will see the marked citation. Even though it looks odd, the citation mark is a non-printing character and will not display in the printed document. 14. Continue marking your citations. Note 1: The coding within your marked citation will not appear in green font. The font is green in the example above to easily distinguish the coding from the actual citation. Note 2: Do NOT edit or delete any of the coding around your marked citation, including the brackets, or you will corrupt it. If you miss-mark a citation, delete the coding and start again. Deleting a Marked Citation 1. Display the non-printing characters in your document by clicking once on the Show/Hide icon, located in the Paragraph group of the Home tab. 2. Select the entire marked citation, including the brackets {}. 3. Press the Delete key on your keyboard. 4. The marked citation will be deleted immediately. Creating a New Citation Category If you want to rename or re-organize the existing categories, follow the instructions below. 1. Display the Mark Citation dialog. 2. Click on the Category button. 3. The Edit Category dialog will appear. 4. Select the category you want to rename. 5. Type the new category s name in the Replace With field. 6. Click on the Replace button. 7. Click on the OK button. 8. You will return to the Mark Citation dialog. 9. You can use the new category immediately or click on the Close button to return to your active document. Note: You must click on the Replace button before clicking on the OK button when renaming your categories. Without clicking on the Replace button, the category will not rename. 20

21 Creating a Table of Authorities To build a table of authorities, Microsoft Word searches for marked citations. After detecting them, it dynamically creates the table of authorities. 1. Determine where you want to insert your table of authorities. 2. Click once in that location. 3. Go to the References tab. 4. Click on the Insert Table of Authorities icon in the Table of Authorities group. 5. The Table of Authorities dialog will appear. 6. Choose the categories that you want to include in your table of authorities from within the Category field. 7. Click on the downward pointing arrow to the right of the Formats field. 8. Choose one of the available designs by clicking on its name. (An example of the formatting you have selected will appear in the Print Preview section.) 9. Select any other table of authorities options you want. 10. Click on the OK button. 11. Your newly created table of authorities will be inserted into your document. Editing a Table of Authorities Unfortunately, Microsoft s Table of Authorities feature does not update as easily as the Table of Contents feature. The best way to update a table of authorities is to delete and then recreate it. Deleting a Table of Authorities To delete your table of authorities, select the entire table of authorities and press the Delete key on your keyboard. The table of authorities will be deleted immediately. 21

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