10 Microsoft Word style secrets

Harness the power of styles to format and edit your Word documents quickly.

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7. Use a Workaround for Picture Styles

Microsoft Word 2010 provides no means of creating a style for a picture that you can use to quickly format all of your images in the future. However, you have a workaround involving Quick Parts. Add an image to your document by clicking Insert > Picture and then choosing a picture in the dialog box. Next, click the picture, select the Picture Tools tab, and choose Format. At this point you can adjust how the text should wrap around the picture, indicate whether the text appears on top of the picture, customize a border for the picture, or what have you.

Once you've applied formatting to your satisfaction, click the image to select it and choose Insert > Quick Parts > Save Selection to Quick Part Gallery. Type a name for the image, and choose to save it to the Quick Parts Gallery. Save it in your Building Blocks.dotx file, and click OK.

In the future, you can add this formatted image to a file by choosing Insert > Quick Parts and clicking the image. Then, to change it to the image you actually want in the document, right-click the image, choose Change Picture, and select the new image. The new image will appear in the existing border, thus saving you from having to reproduce the border (and other formatting) each and every time you add a picture to your document.

8. Make a Table of Contents From Heading Styles

The heading styles that come with Wordnamely, Heading1, Heading2, and Heading3are useful not only for headings but also for speeding up the creation of a table of contents for a long document.

First select a piece of text to format as a heading. Click the Home tab, and open the Styles Gallery. Choose the Heading1 style for a first-level heading, or the Heading2 style for a second-level heading. You can also use shortcut keys for these styles: Press Ctrl-Alt-1 for Heading1 and Ctrl-Alt-2 for Heading2. Since these are paragraph styles, you simply need to place the cursor somewhere in the paragraph to apply them; you don't have to select the entire heading.

Once you have formatted your document headings accordingly, you're ready to create a table of contents. Click in the document where the table of contents should appear, select the References tab, choose Table of Contents > Insert Table of Contents, and click OK. Word will automatically create a table of contents using the headings formatted with the Heading1 style as the main entries, the headings formatted with Heading2 as subentries, and the text formatted with Heading3 as third-level entries.

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