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Comment: copyedits

Excerpt

The best way to set up your screen for working with styles it to use the Best View Styles View macro. If you would like to create this view manually, follow the instructions below.

Video Instructions

On a Mac

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On a PC

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Show nonprinting characters

This will help you see some behind-the-scenes formatting, and reveal how the macros that you run later on change the document.

On a Mac

  1. Click the ¶ button at the top of the Word screen to reveal nonprinting characters:

    You can also go to Word → Preferences → View, and in the nonprinting characters section, select All.

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On a PC

  1. Go to the Home tab on the ribbon, and click the  button.

    You can also use the keyboard shortcut Shift + Ctrl + 8

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You should now see all the nonprinting characters in your document, such as paragraph marks (¶) and spaces (·).

The Styles Pane and Style Inspector

The Styles Pane is a dialog box that lists all the styles available to you in a document.

The Style Inspector will show you the paragraph and character styles of the selected text as well as any direct formatting that has been applied. 

To open these two windows, follow these steps:

On a Mac

  1. Open the Styles Pane by clicking this button to the right of the Quick Styles pane on the Home tab of the ribbon.



  2. Macs do not have a separate Style Inspector pane. Instead, the Style Inspector area is at the top of the Style Pane; it shows the current paragraph or character style of the selected text.

On a PC

  1. Open the Styles Pane by clicking Alt + Ctrl + Shift + S, or by clicking the small button in the Quick Styles area of the Home tab on the ribbon.



  2. Be sure to click the Options... link at the bottom of the Styles Pane.



  3. In the dialog box that opens, choose the following settings:



    • For Select styles to show choose In current document if you want to see all styles, or In use if you only want to see the styles that have been applied.
    • For Select how list is sorted, choose Alphabetical.
    • For Select formatting to show as styles make sure all three boxes are selected.

  4. Click OK.

     

  5. Open the Style Inspector by clicking the magnifying glass button at the bottom of the Styles Pane.

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  6. The Style Inspector will open and you'll see the following information:

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    Column
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    Tip
    titleParagraph and Character Styles

    In the Styles Pane, paragraph styles are indicated by a ¶ displayed to the right of the style name, while character styles are indicated by a small letter a.

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    Open the Style Inspector by clicking the magnifying glass button at the bottom of the Styles Pane.
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The

Style Inspector will open and you'll see the following information:
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The Styles Area 

You can display a margin in Draft view, called the Styles Area, that lists the paragraph style used next to each paragraph. This gives you a quick way to see which styles are used in any given paragraph. To set up the Style Area, follow these steps. You only have to set it up once; now afterward, any time you view a document in Draft view, you'll see the Styles Area.

 

On a Mac

  1. Make sure you're in Draft view by clicking the button at the bottom left side of your Word window.



    Tip
    You can also use the keyboard shortcut Command + Option + N to switch to Draft view; use the shortcut Command + Option + P to switch back to Print view.
  2. Go to Word → Preferences → View, and in the Window section, enter 2″ into the Style area width box.



  3. You should now have a sidebar to the left of your document that shows the names of styles in use.

On a PC

  1. Make sure you're in Draft view by clicking the View tab in the ribbon, and choosing Draft.

     

    Tip
    You can also use the keyboard shortcut Alt + Ctrl + N to switch to Draft view; use the shortcut Alt + Ctrl + P to switch back to Print view.
  2. Go to File → Options → Advanced, scroll down to the Display section, and enter 2″ into the Style area pane width box. (In Word 2007, click Office Button → Word Options → Advanced to get to the Display section of the options screen.)

  3.  Click OK in the Word Options window. You should now have a sidebar to the left of your document that shows the names of styles in use.

Tip
titleFun Tip!

Note that for both Macs and PCs, if you hover over the line separating the Style area from the text area, you can click and drag it left or right to make the margin wider or narrower.


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