How to cre­ate and share cus­tom Style Sheets in Mi­crosoft Word and Pow­erpoint

For­mat­ting con­tent doesn’t have to be drudgery.

PCWorld (USA) - - Here’s How - BY JD SARTAIN

Who knew Mi­crosoft Word could give you a power rush? That’s what you feel when you cre­ate a oneclick, cus­tom­ized Style Sheet that au­to­mat­i­cally ap­plies font, para­graph, lay­out, and other set­tings to any doc­u­ment. It’s a great way to cre­ate con­sis­tency for monthly re­ports or other rou­tine pieces of con­tent. Once you get the hang of Style Sheets, for­mat­ting text one para­graph or sec­tion at a time will feel as prim­i­tive as Sume­ri­ans writ­ing cu­nei­form ( go.pc­world.com/cnfm) on wet-clay tablets. Style Sheets also work in Pow­erpoint, and we’ll show you those as well.

In Word 2016, the process for creat­ing

styles and Style Sheets is sim­i­lar to the pro­cesses in Word 2010 and 2013. Vet­er­ans will rec­og­nize most of the com­mands, and novices should catch on quickly, es­pe­cially in the user-friendly Word 2016. The only real dif­fer­ences (aside from the aes­thet­ics) are the lo­ca­tion of these fea­tures on the menus, the ad­di­tion of many new tem­plates and themes that use Style Sheets, and some new op­tions that make this fea­ture more pro­fi­cient and ac­ces­si­ble.

CRE­ATE A CUS­TOM STYLE SHEET IN WORD

Imag­ine that you must cre­ate a weekly re­port for your branch of the com­pany that will, even­tu­ally, be merged into a big­ger re­port for the cor­po­rate of­fices. The CEO has in­structed you to cre­ate a Style Sheet for ev­ery­one in all the branches to use, so the re­ports can be merged seam­lessly with min­i­mal re­for­mat­ting. For the sake of brevity, we’ll cre­ate just one cus­tom style for that Style Sheet. You can then use these in­struc­tions to cre­ate all the re­main­ing styles such as ti­tles, sub­ti­tles, and so on.

US­ING THE STYLES PANEL IN WORD

On the Home tab, click the ex­pan­sion ar­row in the lower right-hand cor­ner of the Styles menu. The de­fault Nor­mal Style Sheet panel drops down and dis­plays a list of all the para­graph, char­ac­ter, link, ta­ble, and list styles in that Style Sheet. You can add new styles to this Style Sheet or mod­ify the ex­ist­ing styles and save them un­der a dif­fer­ent name. Or you can clear these styles and start fresh, then re-save your cus­tom Style Sheet with a new name.

For this ex­am­ple, we’ll just add new styles to the ex­ist­ing Nor­mal Style Sheet, then re-save it as the “Corp Re­port” Style Sheet.

In the Styles Panel, se­lect the New Style but­ton on the bot­tom left (mouse roll-over dis­plays the but­ton de­scrip­tion), and the Cre­ate New Style From For­mat­ting screen ap­pears. In the Name field, en­ter the style name Box­text. For Style Type, se­lect Para­graph from the drop-down list; in Style Based On, se­lect No Style from the drop­down list; and in the Style For Fol­low­ing

Word’s Styles panel.

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