STYLES AND FORMATTING IN WORD
PARTICIPANT’S HANDBOOK
Create Styles and Automate Formatting
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Styles and Formatting in Word 2010 – Participant’s Handbook
Activities Index ............................................................................................................................... 4
Formatting...................................................................................................................................... 5
Page Margins .............................................................................................................................. 5
Choose page margins using predefined settings ................................................................. 5
Create custom page margin settings .................................................................................... 6
Revert to Default Margins...................................................................................................... 7
Applying Margin Settings to Sections in Document............................................................. 7
Set Margins Correctly for Printing ......................................................................................... 8
Set margins for facing pages ................................................................................................. 9
Add a gutter margin for bound documents ............................................................................. 9
View page margins ................................................................................................................ 10
Formatting marks (a.k.a. non–printing characters) ................................................................ 10
Show all formatting marks .....................................................................................................11
Navigation pane .........................................................................................................................11
Turning on the navigation pane and navigating your document ........................................11
Browse pages ........................................................................................................................ 12
Browse search results ........................................................................................................... 12
Recommendations on Font ...................................................................................................... 12
Font Type ............................................................................................................................... 12
Use Sans-Serif Fonts .............................................................................................................. 13
Font Size ................................................................................................................................. 13
Font Variety ............................................................................................................................ 13
Using Find and Replace to Format ....................................................................................... 13
Inserting a section break .......................................................................................................... 14
Insert a section break ............................................................................................................ 14
In this example we will create a section break to separate formatting on the same page.
We want to have a two column formatting at the top of the page and regular paragraph
towards the bottom: ............................................................................................................. 14
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Page numbers ............................................................................................................................ 15
Insert Page Numbers from Gallery ....................................................................................... 15
Insert custom page numbers ................................................................................................ 16
Page breaks ............................................................................................................................... 16
Change paragraph to “page break before” ......................................................................... 16
Insert a page break manually ................................................................................................ 17
Styles.............................................................................................................................................. 18
What are styles?......................................................................................................................... 18
Styles save time and make your document look good ........................................................... 18
Applying styles........................................................................................................................... 19
Applying a style .................................................................................................................... 20
MODIFYING STYLES ........................................................................................................................ 20
Modifying your styles ........................................................................................................... 20
Assigning White Space to a Style ............................................................................................ 20
Saving Styles as a Quick Style Set ............................................................................................. 21
Use Heading Styles to Convey Structure ................................................................................. 21
Explanation ............................................................................................................................ 21
Example .................................................................................................................................. 22
Use Styles to Format Text......................................................................................................... 22
Explanation ............................................................................................................................ 22
Emphasis Style ....................................................................................................................... 22
Strong Style............................................................................................................................23
Body Text / Normal Style .......................................................................................................23
Table of contents ......................................................................................................................23
Lists of figures/tables ................................................................................................................23
Generating lists of figures / tables ........................................................................................23
Faculty Staff Resource Center......................................................................................................25
What is the Faculty Staff Resource Center? .............................................................................25
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Mission .......................................................................................................................................25
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ACTIVITIES INDEX
Page
Create a custom margin ........................................................................................... 6
Set margin for facing pages ..................................... Error! Bookmark not defined.
Apply bold font to text ............................................. Error! Bookmark not defined.
Add colored background and borders ..................... Error! Bookmark not defined.
Apply Styles to all headings, subheadings, and body text .................................... 20
Modify Heading 1 and Normal Styles heading ...................................................... 20
Open Navigation Pane and view the styles structure............................................. 22
Generate your table of contents .............................................................................23
Modify your TOC Styles ..........................................................................................23
Generate a list of figures and a list of tables ...........................................................23
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FORMATTING
PAGE MARGINS
Page margins are the blank space around the edges of the page. In general, you insert text
and graphics in the printable area inside the margins (margin: The blank space outside the
printing area on a page.). When you change a document’s page margins, you change where
text and graphics appear on each page.
You can change the page margins either by choosing from one of Word’s predefined
settings in the Margins gallery or by creating custom margins
Choose page margins using predefined settings
1. On the Page Layout tab, in the Page Setup group, click Margins. The Margins gallery
appears.
2. Click the margin type that you want to apply.
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If your document contains multiple sections, the new margin type will only be applied to the
current section. If your document contains multiple sections and you have multiple sections
selected, the new margin type will be applied to each section you have selected.
Note: To change the default margins, click Margins after you select a new margin, and then
click Custom Margins. In the Page Setup dialog box, click the Set As Default button. The
new default settings are saved in the template on which the document is based. Each new
document based on that template automatically uses the new margin settings.
Create custom page margin settings
Create a custom margin
1. On the Page Layout tab, in the Page Setup group, click Margins. The Margins gallery
appears.
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2. At the bottom of the Margins gallery, click Custom Margins. The Page Setup dialog
box appears.
3. Enter new values for the margins.
Revert to Default Margins
 To change the default margins, click Margins after you select a new margin, and then
click Custom Margins. In the Page Setup dialog box, click the Set As Default button.
The new default settings are saved in the template on which the document is based.
Each new document based on that template automatically uses the new margin
settings.
Applying Margin Settings to Sections in Document
To change the margins for part of a document, select the text, and then set the margins that
you want by entering the new margins in the Page Setup dialog box.
1. In the Apply to box, click Selected text.
2. Microsoft Word automatically inserts section breaks (section break: A mark you
insert to show the end of a section. A section break stores the section formatting
elements, such as the margins, page orientation, headers and footers, and sequence
of page numbers.) before and after the text that has the new margin settings.
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3. If your document is already divided into sections, you can click in a section or select
multiple sections and then change the margins.
Set Margins Correctly for Printing
Most printers require a minimum width for margin settings, because they can't print all the
way to the edge of the page. If you try to set margins that are too narrow, Microsoft Word
displays the message One or more margins are set outside the printable area of the page.
To prevent text from being cut off, click Fix to automatically increase the margin width. If
you ignore the message and try to print the document as it is, Word displays another
message asking whether you want to continue.
The minimum margin settings depend on your printer, printer driver, and paper size. To
learn about the minimum margin settings, check your printer manual.
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Set margins for facing pages
Use mirror margins to set up facing pages for double-sided documents, such as books or
magazines. When you choose mirror margins, the margins of the left page are a mirror
image of those on the right page. That is, the inside margins are the same width, and the
outside margins are the same width.
1. On the Page Layout tab, in the Page Setup group, click Margins.
2. Click Mirrored.
Note: To change margin widths, click Custom Margins at the bottom of the Margins gallery.
Enter new values in the Inside and Outside boxes.
ADD A GUTTER MARGIN FOR BOUND DOCUMENTS
A gutter margin adds extra space to the side margin, top margin, or inside margins of a
document that you plan to bind. A gutter margin helps ensure that text isn't obscured by the
binding.
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Gutter margins for binding
Mirror margins for facing pages
To set the gutter margin, follow these steps.
1. On the Page Layout tab, in the Page Setup group, click Margins.
2. Click Custom Margins.
3. In the Gutter box, enter a width for the gutter margin.
4. In the Gutter position box, click Left or Top.
Note: The Gutter position box is not available when you use the Mirror margins, 2 pages
per sheet, or Book fold option. For those options, the gutter position is determined
automatically.
View page margins
Word can display lines in your document to represent text boundaries.
1. Under the File tab, click Options.
2. Click Advanced, and then select the Show text boundaries check box under Show
document content.
The page margins appear in your document as dotted lines.
Note: You can view page margins in either Print Layout view or Web Layout view, and the
text boundaries do not appear on the printed page.
FORMATTING MARKS (A.K.A. NON–PRINTING CHARACTERS)
By showing all formatting marks you can see hidden layout of your paper and why it looks
the way it does. You can see tabs, spacing, breaks, paragraphs, etc. If you have already
formatted your paper, viewing the formatting marks will allow you to see the causes of
problems you may have.
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Turn on formatting marks and look closely at the page. Notice the small dots on
the spaces between words, the “¶” symbol at the end of each paragraph, etc.
Show all formatting marks
1. Go to the Home tab
2.
In the Paragraph group find the button with the “¶” symbol labeled and toggle it on
NAVIGATION PANE
With the navigation pane feature it is possible to quickly navigate through your document
with three different functions: Browse headings, browse pages, and browse search results.
Turn on the navigation pane and navigate your document by clicking on its
headings
Turning on the navigation pane and navigating your document
1. On the ribbon click View
2. In the Show menu, click the checkbox for Navigation Pane
3. Click on the heading that you want to find in your document (e.g. introduction,
literature review, etc.)
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Please note:

Moving the headings up or down in the list will move all associated text as well, so be
careful!

Collapse or expand subheadings to making navigating quicker
Browse pages
Browse pages is similar to thumbnails in PowerPoint, allowing you to quickly scroll through
each page of the document and skipping past those that you don’t need to see.
Click on Browse Pages tab to change to this view.
Browse search results
Browse search results allows you to search through the document, and quickly jump to
where that word appears.
1. Click on Browse the results…
2. Perform a search in the Search Document text box
3. Click on the results to jump to that section of the document
RECOMMENDATIONS ON FONT
Font Type
Be considerate of users who may use assistive technology such as magnification software to
read content. Understand that certain font types are harder to read than others. Using font
types such as Lucida Handwriting, Comic Sans, or a Showcard gothic for
example may be hard to read not only for users with low vision, but for the general public.
Also keep in mind that some of these special fonts may not be available on certain computer
platforms and/or on computers running an older operating system.
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Use Sans-Serif Fonts
sans-serif font types such as Tahoma and Arial which are easier to read because they do not
have flared extensions or strokes on the tips of the letters and appear to be blockier than
serif fonts. ("Sans" means without, and "serif" refers to the extra strokes, or lines.) When
creating documents or if you are going to change the font style in the template, use sansserif fonts such as Arial, Helvetica, Tahoma, or Verdana.
Avoid Serif Fonts
Avoid using Serif fonts which are characterized by the flared extensions, or strokes, on the
tips of their letters, most commonly seen on the letters f, l, and i. For example: f, l, I display
in a serif font of Georgia. Serif fonts are more difficult to read in general due to their
combination of thick and thin strokes and other embellishments. Examples of serif fonts
include Times New Roman, Georgia, and Book Antiqua.
Font Size
Whenever possible, avoid using small font sizes. Font sizes below a 12 pt. may be too small
for individuals with low vision or with other needs. Although magnification software can
zoom into content, the font size and font type used can limit the capabilities of the
magnification software. The syllabus template uses a size 12pt. font for body text and larger
size fonts for heading levels.
Font Variety
Limit your font use to a maximum of 3 font types in your document. Documents that use
two font types allows for an organized look of content that is easy to read. Avoid high use of
bolding, italics, and all capital letters in document because this can affect a person’s ability
to read the document. Using too many bold and all caps recurrently within body text can
produce a cluttered unintelligible document.
Using Find and Replace to Format
When you need to format a certain word or phrase everywhere where it already appears in a
document, you can use Word's Find and Replace feature to apply the required formatting.
For example, the following steps describe how to apply bold formatting to a word or phrase
throughout a document.
To apply bold formatting to a word or phrase
1. Press Ctrl+H to open the Find and Replace dialog box.
2. In the Find what box, type the word or phrase that you want to format.
3. In the Replace with box, type ^&.
4. Click More, click Format, and then click Font.
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5. In the dialog box that opens, in the Font Style drop-down list, select Bold, and click
OK Notice that a description of the formatting that you configured appears below
the Replace with box.
6. Alternatively, instead of this step and the preceding step, you can press Ctrl+B in the
Replace with box.
7. Click Replace All, or click Find Next and then click Replace, where applicable.
8. Before you perform your next find and replace task, with your cursor in the Replace
with box, click More if necessary, click No Formatting to clear the formatting that you
configured, and then click Less.
INSERTING A SECTION BREAK
Adding a section break literally breaks your document into different sections and therefore
allows you to apply new formatting techniques.
•
Break apart formatting from one section to the next
•
Fence in formatting changes: page numbering, page orientation, columns to
regular text, headers/footers
•
Removing break: text above break becomes part of section below break and
is formatted like that text
Insert a section break on any page to break top half of page from bottom half.
Insert a section break
In this example we will create a section break to separate formatting on the same page. We
want to have a two column formatting at the top of the page and regular paragraph
towards the bottom:
1. With formatting marks turned on, put your cursor towards the center of a page so
that it divides the top half of content from bottom half.
2. Click the Page Layout tab
3. From the Page Setup group, select Breaks > Section Breaks > Continuous
4. A section break will appear surrounding the top portion of the page.
5. Select the text above the section break and go to Page layout Tab > Page Setup
Group > Columns > Two
6. Notice that the column formatting does not carry over to the bottom half of the
document. Your section break separates the different formatting on the same page.
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PAGE NUMBERS
If you have a document that is more than two pages, you probably want to include some
sort of pagination. Page Numbers can be easily applied to documents in word.
Insert page numbers
Insert Page Numbers from Gallery
1. Click on the Insert Tab
2. Under the Header/Footer Group click the Page Number option
3. Select Top of Page or Bottom of Page and choose from the options provided .
Please note:
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Insert custom page numbers for sections of a document
Insert custom page numbers
You may find that for part of your document you want to insert page numbers that are
different format e.g. Roman numerals (e.g. i, ii, vii, etc.) or that start at a different number.
You can do this by inserting a Next Page Section Break so that the numbers you inserted
previously are unaffected.
1. With your cursor, click at the end of the page where page numbers will be different.
2. Click the Page Layout tab and select Breaks > Section Breaks > Next page
3. Your cursor will display at the top of the page where the different numbering will
occur.
4. Click on the Insert Tab and go to the Header and Footer Group.
5. Click Header or Footer (wherever you want the page number to display) and Edit
header/footer
6. Make sure that you are now in the Design tab
7. From the Navigation group de-select the “link to previous” button.
8. From the Header & Footer group, select Page Number > Bottom of Page > Plain
Number
9. In the Header/Footer group click the Page Number option and select Format page
numbers.
10. At the dialog box, select the roman numerals option from the number format option.
11. Your page numbers should display differently for the top half of your page and your
bottom half now.
PAGE BREAKS
Page breaks are useful for maintaining the position of text that belongs at the top of a page.
For example, if several paragraphs are added to the end of the first section of a document,
the text for the next section will still start at the top of the next page.
There are two ways to insert a page break:
Add the “page break before”
Change paragraph to “page break before”
“Page break before” makes the specific line or paragraph always start on the top of the next
page. This is the recommended method for adding a break.
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1. Right click on the text for your first heading in a
document.
2. Select Paragraph…
3. Click on the Line and Page Breaks tab
4. Under Pagination check the box for Page break before
Insert a page break manually
A manual page break is very useful for fixing a quick problem, but they are prone to cause
errors. For this reason, the above method is highly recommended.
1. Place your cursor where you need your page break
2. Click on the Insert tab
3. From the Pages group, select Page Break
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STYLES
WHAT ARE STYLES?
In Office Word all text is coded with a Style. When you code your document title as Heading
1, Word is instructed to change the spacing, font, size, etc. for the line of text, so that the
text matches the Heading 1 Style (see diagram). When you modify any style, your document
is updated to reflect the changes. In other words, you can format all of your chapter
headings or figure captions simply by changing the Style once.
Styles are the proper way to format your Word document. They can be set up early or
applied later, but preferably at the beginning of the writing process. Using Styles from the
start aids in the writing process by helping you keep your document organized.
Styles provide the underlying structure in your word document that assistive technology
uses to access content. They are also important in order to create accessible alternate
formats of your document such as PDF or HTML formats.
STYLES SAVE TIME AND MAKE YOUR DOCUMENT LOOK GOOD
One of the great things about using a word processor is that you can create documents that
look professionally typeset.
 Headings are in a font that contrasts with body text.
 Paragraphs are separated with just enough white space.
 Elements such as bulleted lists are indented.
 Emphasized text is in a contrasting color.
The document may even include special elements such as a table of contents.
For example, instead of taking three separate steps to format your heading as 16-point,
bold, Cambria, you can achieve the same result in one step by applying the built-in Heading 1
style. You do not need to remember the characteristics of the Heading 1 style. For each
heading in your document, you just click in the heading (you don't even need to select all the
text), and then click Heading 1 in the gallery of styles.
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If you decide that you want subheadings, you can use the built-in Heading 2 style, which was
designed to look good with the Heading 1 style.
1.
The Quick Styles that you see in the gallery of styles are designed to work together.
For example, the Heading 2 Quick Style is designed to look subordinate to the
Heading 1 Quick Style.
2. The body text of your document is automatically formatted with the Normal Quick
Style.
3. Quick Styles can be applied to paragraphs, but you can also apply them to individual
words and characters. For example, you can emphasize a phrase by applying the
Emphasis Quick Style.
4. When you format text as part of a list, each item in the list is automatically formatted
with the List Paragraph Quick Style.
If you later decide that you want headings to have a different look, you can change the
Heading 1 and Heading 2 styles, and Word automatically updates all instances of them in the
document. You can also apply a different Quick Style set or a different theme to change the
look of the headings without making changes to the styles.
APPLYING STYLES
All text is designated with a Style, and the default Style is called Normal. The most important
styles to learn for this module are Heading 1, Heading 2, and Normal.
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Apply Styles to all headings, subheadings, and body text
Applying a style
1. Put your cursor on the line of the text that you want to apply a Style to
2. On the Home tab, in the Styles group, left-click on the Style that you would like to
apply (e.g. Heading 1 or Normal)
Please note:

Do not highlight the text, but simply click once anywhere in the line. The Style will be
applied to the entire paragraph.
MODIFYING STYLES
Modify Heading 1 and Normal Styles
Modifying your styles
1. On the Home tab, in the Styles group, right click the Style that you want to change in
the Quick Style Gallery
2. Click Modify… in the drop down menu
3. In the Modify Style dialog box, change the Style’s settings to match Grad Studies ‘
or your academic department’s requirements
4. Click OK to apply changes
ASSIGNING WHITE SPACE TO A STYLE
The spacing before and after paragraphs, list, headings, etc. should be controlled and
adjusted within the styles that are used. The effect of blank lines may be achieved by
adjusting the spacing before or after the lines within the style element. Adjusting the space
in a document by using the Enter key will result in numerous blank lines in the document.
When an individual using a screen reader reads the document, he or she will hear “break”
each time a blank line is encountered that as entered by using the Enter key. Not only will
hearing “blank” be annoying to the individual, but if “blank” is heard several times, the
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individual may think they have reached the end of the document and stop reading. Press
“Enter” only to indicate the end of a paragraph.
Steps to control white space with Styles:
1. In the Styles pane, hover over the style you want to modify
2. Select the down arrow to the right of the style name
3. Select modify…
4. In the lower left corner of the Modify Style dialog box, select the Format button
5. Select Paragraph
6. Adjust the “Before” and “After” numbers in the Spacing section of the Format
button
7. Select OK to close the Paragraph dialog box
8. Select OK to close the Modify Style dialog box
SAVING STYLES AS A QUICK STYLE SET
After you change a Quick Style set, you can save the new Quick Style set to the list of Style
sets that you can choose from.
1. Create new styles or change the styles in a Quick Style set.
Note You can also change the colors or fonts that are used in a Quick Style set by clicking
Change Styles in the Styles group and then clicking Colors or Fonts.
2. On the Home tab, in the Styles group, click Change Styles, and then point to Style
Set.
3. Click Save as Quick Style Set.
4. In the Save Quick Style Set dialog box, type a name for your new Quick Style set, and
then click Save.
To view the new Quick Style set, click Change Styles in the Styles group, and then point to
Style Set. The new Quick Style set appears in the list so that you can apply it to a document
at any time.
USE HEADING STYLES TO CONVEY STRUCTURE
Explanation
Headings add context and meaning to your text; they provide a method of visual navigation
to content as well as an underlying structural navigation. Visually, headings are apparent
because they are often a larger and bolder font. However, by using heading styles, structure
will be added to the document, and this structure will be detectable by assistive
technologies. Screen reading software can detect the headings in the document thereby
giving individuals an overall sense of the structure of the document without having to read
the entire document. In addition, individuals using screen reading software will be able to
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navigate the document by heading levels, further increasing the accessibility and navigability
of the document.
Example
When thinking about the application of heading styles to a document, it is helpful to think
about the structure of an outline. Following is an example of a short outline. The top-level
headings in the document (e.g., main topics) will be styled using the Heading 1 style. Subheadings to the top-level headings (e.g., sub-topics to the main topics) will be styled using
the Heading 2 style. If there are further sub-headings, they will be nested below the higherlevel topic to which they relate.
I.
Top-Level Heading [Heading 1]
a. Sub-heading to top-level heading [Heading 2]
b. Sub-heading to top-level heading [Heading 2]
i. Sub-heading to sub-heading [Heading 3]
II.
Top-Level Heading [Heading 1]
III.
Top-Level Heading [Heading 1]
a. Sub-heading to top-level heading [Heading 2]
i. Sub-heading to sub-heading [Heading 3]
1. Sub-heading to sub-sub heading [Heading 4]
Open Navigation Pane and view the styles structure
USE STYLES TO FORMAT TEXT
Explanation
Similar to Heading styles, text formatting should be done using styles because it adds
structure and meaning to the text. Use the Emphasis (italicized) or Strong (bolded)
style for text that is special or that needs the reader’s attention.
Emphasis Style
The Emphasis style may be used to indicate that a word(s) are important. The default
format for the Emphasis style is italic. Visually, using the Emphasis style on a word or
words looks the same as if you simply clicked the italic button on the formatting
toolbar. However, for someone who uses a screen reader, it can tell the individual
that you think that word (or group of words) is important. A screen reader user will
not know if a word is simply italicized, but with the Emphasis style, a screen reader
user could learn that you are emphasizing that particular text.
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Strong Style
The Strong style is similar to the Emphasis style except the default format is bold.
Again, it gives structure to your words, rather than simply changing the way a
particular word (or group of words) appears.
Body Text / Normal Style
The Body Text style may be used to indicate the text in the body of the document.
The Normal style is very similar and may be used instead of the Body Text style.
TABLE OF CONTENTS
The table of contents is easily inserted based on the Styles defined in the document. The
headings of the document are pulled out and assigned a corresponding TOC Style. For
example, Heading 1s are assigned the Style TOC 1, and Heading 2s are assigned the Style TOC
Generate your table of contents
Put your cursor in your Table of Contents page
1.
From the References tab in the Table of Contents group, select Table of Contents
then Insert Table of Contents
2.
Set Show Levels to 2 or 3 and deselect Use hyperlinks instead of page numbers
3.
Click OK
Modify your TOC Styles
The TOC 1 represents your Heading 1 and the TOC 2 represents your Heading 2. To access
these styles you need the Apply Styles tool open:
1.
Hit Ctrl-Shift-S to access the Apply Styles tool
2.
Move your cursor to your table of contents and click on any TOC 1 heading
3.
Take a look at the Apply Styles tool then check the Style Name box; it should display
TOC 1. Follow the same process for your TOC 2 headings
4.
Click Modify to change the Style
LISTS OF FIGURES/TABLES
Generate a list of figures and a list of tables
Generating lists of figures / tables
1. Position your cursor on the page designated for your list of figures or tables
2.
From the References tab in the Captions group, click Insert Table of Figures
Version 1 – 6/6/2012
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IRT Faculty Staff Resource Center
Styles and Formatting in Word 2010 – Participant’s Handbook
3.
In the Table of Figures box, click the label that you want to use in the Caption label
list under General
4.
Deselect Use hyperlinks instead of page numbers
5.
Click OK
Version 1 – 6/6/2012
http://www.csus.edu/irt/fsrc
IRT Faculty Staff Resource Center
Styles and Formatting in Word 2010 – Participant’s Handbook
FACULTY STAFF RESOURCE CENTER
WHAT IS THE FACULTY STAFF RESOURCE CENTER?
The Faculty Staff Resource Center (FSRC) is a division within the IRT Department that offers
one-on-one computer support and training to faculty and staff.
MISSION
The mission of the Faculty Staff Resource Center is to support faculty in the creation of
accessible course materials and eLearning content, teach faculty and staff how to use
technology, and develop the professional skills of our student staff.
Additional services include:
 Assistance with creation of Accessible Instructional Materials
 eLearning Materials Support and Consultation
 Technology Training Workshops offered by ATCS and IRT
 Assistance with Captioning Self-Service and Media Projects
 General software/equipment/services support provided by FSRC Student Staff
Hours and contact information
Mon-Thu:
9:00am-4:00pm
Fri:
10:00-3:00pm
Phone:
Email:
Web:
Location:
Version 1 – 6/6/2012
916.278.6112
fsrc@csus.edu
http://www.csus.edu/irt/fsrc
AIRC 3012
http://www.csus.edu/irt/fsrc