Style formatting technology. Styles

Style is a set of formatting parameters that has its own name.

In order for the text to be easy to read, it must be formatted accordingly: highlight headings, arrange subheadings in accordance with their level, caption figures and tables, highlight new terms, notes, set headers and footers, etc. Format each element manually is time-consuming and ineffective. With styles, you can set multiple formatting options in one step. In this case, for each design element you can set your own style, which will have a unique name. It is enough to install the required styles, and then each time simply select the required one from the list.

Using styles can improve efficiency and speed up work.

In MS Word, a style can be applied to an entire paragraph or to several characters.

The default main style is Ordinary . This style is used for the body text of any document and serves as the basis for creating other styles. Formatting options can be found in the style description contained in the dialog boxes. Style, Changing the style, Creating a style, Organizer. All of the dialog boxes listed above contain a section Description, which presents all format parameters.

Setting styles

The dialogue window provides the most extensive opportunities for working with styles. Style. To set the style using the dialog box Style you need to do the following:

1. Place the cursor within the text fragment in which you want to change the style.

2. Select a team Format –> Style. A dialog box will open Style(Fig. 4.28).

3. Listed Style select the required style.

4. Press the button Apply.

Using the dialog box Style you can also:

change existing styles;
create new styles;
remove custom styles that have become unnecessary;
copy the required styles from one template to another.

Rice. 4.28. Dialog window Style.

Headings rarely include headings at all levels. A table of contents that contains the names of all parts of a document may look overwhelming. On the other hand, a table of contents that contains only top-level headings provides too little information about the contents of the document.

To create a table of contents you must perform the following steps:

1. Place the cursor within the text in which you want to create a table of contents.

2. Select a team Insert –> Table of Contents and Indexes. A dialog box will open Table of contents and indexes(Fig. 4.29).

3. Go to tab Table of contents.

4. In the field Format select the table of contents presentation method in the field Levels – level of included headings, and in the field Placeholder – padding characters between titles and page numbers.

5. Press the button OK.

Rice. 4.29. Inclusion in the table of contents of levels 1-3

After pressing the button OK A compiled table of contents will appear on the screen, which you can later edit and format.

Rice. 4.30. Ready-made table of contents, including headings of three levels

Autoformat

Autoformat can format a document without user intervention. MS Word parses the document, identifies individual elements, and then formats the text using the styles of the included template.

Autoformatting can be done both as you enter text and after you enter it. In this case, the user reserves the right to accept or reject the formatting produced using the auto-format. In addition, you can partially accept and reject some of the changes made.

Using Styles in Microsoft Word can automate document formatting and save you time, which will significantly impact your productivity while working on documents. If you want to learn how to quickly format text, then follow the basic steps described below.

Step 1: Apply styles to sections of unformatted documents.

Sometimes text or a section of text in a document may not look the way you want, and to transform it you need to select the desired fragment, go to the “Styles” menu and select the desired style to apply.

Step 2: Quickly Change an Existing Style

Step 3: Create a Table of Contents with Styles

When writing multidisciplinary scientific articles or book chapters, you may need to use tables of contents, which in this case are important as they help in navigating the contents of the document.

To set the table of contents, do the following:

Place the cursor on the part of the document where you want to place the table of contents.
Click the Links tab, then click Table of Contents.
Notice the dialog box that appears. The “Auto-assembled table of contents 1, 2” options will speed up the creation process. Manual Table of Contents allows for detailed customization, but will take longer to install.
Check out the Custom Table of Contents option. Once you select it, you can use styles to change the way the table of contents is displayed by clicking "Edit".
If your table of contents has multiple levels, select the one you want to change.
You will then see a dialog box used when changing the style. Change the specifications if necessary, then click OK.

As you can see, working with text or styles can save time. You only need to make changes to “Styles” or “Tables of Contents” once and then use it as a template, applying it to the necessary fragments of text or the entire document.

Video: Formatting a document in MS Word 2003. Working with styles

Topic 2.4. Database management systems and expert systems

2.4.11. Training database with the main button form "Training_students" - Download

Microsoft Word - word processor

2.1. Processing of text information. Word processors

2.1.3. Text document formatting and styles in Word

Formatting a text document

Formatting a document is changing its appearance. WORD provides document formatting at five different levels:

at the character level (changing typeface, style, font size and color, letter spacing in a word, animation, etc.);
at the paragraph level (left, right, center and justified alignment; right and left indentation; first line indentation; indentation before and after paragraph; line spacing, pagination control, etc.);
at the page level (page settings, page orientation, frame, headers and footers of the first page, even and odd pages, etc.);
at the section level (forming sections from the next page or on the current page, dividing text into columns, etc.);
at the document level (page numbers, table of contents, etc.).

A paragraph is a piece of text that ends with a non-printable character or a piece of text whose input process ends by pressing the Enter key. A paragraph includes: body paragraph, headings, table of contents, lists (numbered and bulleted), etc.

To format characters, use the Font dialog box (Format / Font) or commands on the formatting toolbar. Paragraphs are formatted using the Paragraph dialog box, which opens with the Format / Paragraph command.

You can view the formatting of the selected text in the task pane by running the Format / Show Formatting command.

Styles

Styles are intended for the external design of a document and its paragraphs, i.e. styles are used to format a document. A style is a set of formatting commands that is stored under a unique name for repeated use. Formatting text using a style is much faster than manually formatting each element of text, because one command (style) automatically formats a group of text options.

There are three main types of styles:

A character style contains character formatting options, including font, size, style, position, and spacing.
A paragraph style contains paragraph formatting options, such as line spacing, indentation, alignment, and tab stops. Paragraph styles can also contain character styles or formatting options. Most of the styles used in Word are paragraph styles.
The table style contains table formatting parameters (when a table is inserted, it is assigned a default style - table grid).

When you create a new document based on the Normal template, it receives a copy of the style set from the base set of general-purpose styles (from the built-in styles): Normal, Headings 1, 2, 3.

After entering text into a document is completed and the text has been edited, it is advisable to use the AutoFormat command to change the appearance of the entire document.

When you automatically format a document, each paragraph is assigned one of Word's styles. For example, a heading can be assigned the Heading 1 or Heading 2 style, a body paragraph can be assigned the Body Text style, and a paragraph included in a list can be assigned the List style. Notes are assigned the Text Note style, headers are assigned the Header style, page numbers are assigned the Page Number style, and so on.

Assigning standard Word styles to paragraphs in a document allows you to quickly change the appearance of the created document by applying styles from the style library. Built-in styles provide formatting for headings at various levels and allow you to view the hierarchical structure of a document in structure mode, as well as quickly build a table of contents.

Additionally, if most paragraphs in your document use the Body Text style rather than the Normal style, you can easily reformat just the body text style without affecting the style of the rest of the text.

Operations with styles in the Styles and Formatting task pane

Styles can be changed and new ones created. In addition, you can apply a different style (overlay a style) to already formatted text, i.e. reformat it.

To do this, select the Format / Styles and Formatting command, the task pane will appear in the “Styles and Formatting” mode. Place the cursor in the text you want to reformat, and in the task pane, under “Select formatting to apply,” click on the desired style, the paragraph under the cursor is reformatted to the selected style.

If you need to change the style or create a new style, then place the cursor in the text whose style you want to change; in the task pane, in the “Formatting selected text” section, the text style under the cursor will be displayed. Next, you need to move the mouse pointer to the name of the style and click on the arrow that appears on the right; a list of commands will open: Clear format, Change style, Create style. Select the required command (change or create a style), a corresponding dialog box will appear in which you can change or create a style.

The Normal style is the basis for most other paragraph styles, so changing the Normal style will change all styles based on it. The Normal style is not based on any of the styles.

Rice. 1.

Rice. 2.

Elements of text documents that are entered into a document during the process of editing and formatting:

Header/Footer (View/Header/Footer).
Symbol (Insert/Symbol).
Reference (footnotes; names of figures, tables, formulas; cross-references; table of contents and indexes). Called by the Insert / Link command.
Note (Insert/Note).
Hyperlink (Insert / Hyperlink).
Bookmark (Insert / Bookmark).
Backgrounds, backgrounds and themes (Format / Background, Format / Theme).

A footer is text or a picture (page number, document printing date, document title, author's name, picture, etc.) that is printed at the bottom or top of each document page. Depending on the location (on the top or bottom margin of the page), there are headers and footers.

To create a header and footer, you need to run the View / Header and Footer command. Headers and footers, like the document background, as well as margins, page size and orientation, page numbers, and page and section breaks, refer to changes in the appearance of pages and the document.

Check spelling (spelling and grammar) in Word

Spell checker (spelling checker) is an editor tool that allows you to check and correct the spelling of words in a document. The editor compares the words in the document being checked with a dictionary, and unknown words are highlighted. After this, you can skip the word, correct it, or add it to the dictionary.

Checking grammar is checking the grammatical and stylistic rules of writing (inconsistency of subject and predicate, incorrect prepositional combinations).

There are several ways to check spelling:

Check spelling and grammar as you enter text.
Manual spelling and grammar checking.

To set up automatic spelling and grammar checking, do the following: Select Tools/Options and in the window that appears, click on the Spelling tab. Check the Automatically check spelling and Automatically check grammar checkboxes.

To manually check spelling and grammar, select the Tools/Spelling command; the Spelling dialog box will appear, with which you can perform the required check.

Rice. 3.

View and print a document

Depending on the tasks you perform in Microsoft Word 2003, you can select different document viewing modes:

Layout mode.
View mode.
View.

Layout modes are used when working on a document, this mode includes: Page Layout, Web Document, Normal, Structure.

Viewing modes are used to read a document and move around in it; this mode includes: Reading Mode, Thumbnails, Document Outline.

Preview is used to display the appearance of the document in the publication form, this mode includes: Web Page Preview, Preview.

Preview mode is useful for viewing several pages of a document in a reduced form. In this mode, you can view page breaks and the background, and change the content or formatting of the document before it is printed.

Before printing a document, you should check its appearance by selecting File - Preview or clicking the Preview button on the toolbar. To exit preview mode, click the “Close” button.

To print a document using default printer settings and print settings, click the Print button in the print preview window or on the standard toolbar.

To select a printer and print settings, select the Print command from the File menu, and the Print dialog box will appear.

Rice. 4.

In the Printer area, select the required printer from the list provided.

In the Page area, you should specify which part of the document to print: the entire document; current page; selected fragment or several pages with specified numbers.

The number of copies is specified in the Number of copies field.

Select the Enable: All Pages in Range option or print all odd-numbered pages first, followed by even-numbered pages.

The scale option group allows you to specify printing of several pages of text on one sheet of paper.

A number of additional printing options can be specified by clicking the Options button.

A style is a group of parameters that has a unique name. Style formatting can contain many different parameters for paragraphs and characters (for example, font type and size, paragraph alignment, spacing, framing, etc.). It is stored with the document or its template.
To format text, you can use two types of styles:

Style paragraph, which defines the appearance of the paragraph.
Style symbol, which determines the appearance of the symbols. Character styles

used to highlight words or phrases in text.
As stated, there are two formatting methods - direct and style. Small one-time use documents are prepared using the first method. When designing large documents with a variety of paragraphs, it is better to use style formatting.
Style formatting consists of assigning special styles to paragraphs or characters.
Style formatting makes it easier to prepare documents (the user operates with ready-made styles), saves time and achieves unification of the design of all documents used in a particular organization.
Default list Style The formatting toolbar contains the names of only those styles that were used in the document. To view a list of all available styles, you need to open the list Style press a key

Rice. 1 . List of formatting toolbar styles

In the command dialog Styles and Formatting from the menu Format You can edit existing styles and create new ones, copy, delete, and rename styles, and assign styles to selected text fragments.

Rice. 2 . Dialog box Styles and Formatting

The set of styles available during document creation depends on the template on which the document is based. Most of the built-in styles can be used in all templates.

1. Built-in formatting styles

Word provides standard styles for designing common documents. When you enter text in a new document that is based on the Normal template, the default style is Normal - the standard style for body text. This style is applied until another style is specified. Special styles have also been developed to format other elements of the document (footnotes, headers, headers, line numbers, page numbers, etc.). For example, to format headings, use the Heading 1 - Heading 9 styles.
The fastest way to assign a style to a marked fragment is to use a special keyboard shortcut. The following table contains a small list of keyboard shortcuts for quickly formatting documents using styles.
Style name Keyboard shortcut
Ordinary
Heading 1
Heading 3
Bulleted list

2. Create a style

To create a style, you need to define a group of formatting options and give it a name. There are two ways to create formatting styles:

based on a sample (bulleted paragraph);
by setting options in the command dialog box Styles and Formatting from the menu Format.

To create a style based on a sample, you must perform the following sequence of actions:

Assign the required formatting options to the paragraph (font, paragraph) and click on the field Styles and Formatting on the toolbar Standard.

A dialog box will open Styles and Formatting.

In this window select Create a style
A window will open Creating a style. in which you need to enter the name of the style and check the box in the window Add to template, so that the style can be added to the templates and can be called from the menu Style.

Using the command Styles and Formatting styles are created like this:

Activate in the menu Format team Styles and Formatting.
In the window Styles and Formatting click the button Create a style, a dialog box will open Creating a style. In the field Name Enter a name for the new formatting style.
In the field Style specify the type of style to be created - paragraph style or character style. By default, a paragraph style is created.
In the list box Based on style select the style on which the created style should be based.

In the field Description all parameters of the selected style are listed, and in the field Sample demonstrates how text formatted using the new style will look.

Click the button Format. Use the items in the list that appears to open dialog boxes Font, Paragraph, Tab, Frame, Border, Language, Numbering and set the options for the new formatting style. The dialog boxes opened in this way do not differ from the windows of the same commands from the menu Format.
Confirm your settings by pressing the button OK. If in the dialog box Creation style set option Add in the template, and in the window Style press the button Apply, the new style will be added to the active document template.
Repeat the steps described to create other styles, or complete the process by clicking the button Close in the dialog box Style.

3. Change the style

Styles are convenient because when used, a minimum of effort is required to design a document. To design a document differently, you just need to set a different style or change the one used. Word automatically updates any documents that use the changed style. The sequence of actions to change the style is as follows:

On the menu Format select team Styles and Formatting.

Place the mouse pointer on the style to be changed and click the right mouse button. A window will open
In it you will choose Change style... to open the dialog box Changing the style.

In the field Name The window that opens will record the style being changed and its parameters. Next you need to install the necessary changes.
Set option Add to template to make changes to the document template and click Format.
In the list that appears, select a formatting object ( Font, Paragraph, Tab, Frame, Border, Language or Numbering), and in the dialog box that opens, set the appropriate parameters.
Click the button OK to return to the window Changing the style and continue changing the style.

4. Removing styles

You can remove unnecessary design styles. All paragraphs whose style has been removed are assigned a default style Ordinary. To delete a design style, you must perform the following steps:

Call the command Style from the menu Format.
Mark the name of the style to be deleted in the list Style and click the Delete button. Confirm the decision to delete (Yes).

Standard Word styles cannot be deleted. However, it is possible to change them.

Keyboard shortcuts for assigning styles

It is customary to assign keyboard shortcuts to frequently used styles. To do this, click on the button Key in the create or change style dialog box and in the New keyboard shortcut windows Settings press the key combination. As a result, to assign a style to text, it will be enough to mark the text and press the established key combination.

Rice. 3 . Dialog box for assigning a keyboard shortcut to a style

Creating styles for emails

To ensure that all documents are of the same type, you should not perform direct formatting using commands from the menu Format and formatting toolbars, and modify standard Word styles or create new ones.
Let's look at the possibilities of style formatting in Word using the example of creating styles for preparing business documentation. If you carry out intensive correspondence with regular partners, the design of letters can be significantly speeded up by preparing special styles for formatting the main components of letters.
To format most letters created on standard letterhead, you may need just one formatting style, the development of which is described below. This is the style for the body of the document, which we will call DocumentText.

Note:

Style names can contain any characters except backslashes, curly braces, and semicolons. It is important to remember that names are assigned to styles that are case sensitive, for example styles DocumentText and TEXTDOCUMENT are recognized by Word as two different styles.
To design documents with more complex formatting, other styles should be prepared in the same way.
You should create a new formatting style for the main text of a document only if many of the parameters of the standard style, such as typeface, font size, line spacing, and spacing between paragraphs, do not comply with the current document formatting rules. At the same time, in order to ensure the uniform design of all documents, it is recommended to use the style as a base Ordinary.

The process of creating a style is described below DocumentText.

In the command dialog Styles and Formatting menu Format click the button Create a style, as a result of which a window will open Creating a style.
In the field Name enter the name of the style to be created - DocumentText.
In the list box Based on style select value Ordinary, since the basis for the new style will be the standard style Ordinary.
In the field Style mark the value Paragraph.
Set option Add to template so that the created style is available in all new documents based on the template Ordinary.
Click the button Format.
In the list that opens, click on the element Font and in the dialog box of the same name, set the font parameters: in the list Font select font TimesNewRoman, and in the list Size- value 12.
Close the dialog box Font and open the window Paragraph.
In the field First line set value No, and in the field interline- meaning One and a half.
In field P donkey set the paragraph margin at the bottom by the value 4 pt. Close the dialog box Paragraph.

| Formatting automation

Lesson 29
Formatting automation

After studying this topic, you will learn:

Possibilities of the Word environment to automate document formatting operations;
- what is style formatting;
- how to create and apply styles when formatting a multi-page document;
- how to create a table of contents in a document;
- what methods exist for automatically numbering figures and tables;
- what is a cross-reference and why is it used.

Autotransfer

It was mentioned earlier that when you set text alignment to width, it can result in very large spaces between words. To make it possible to place text more tightly on a line, Word has a hyphenation tool.

Task 3.5. Hyphenation in a document

Set automatic hyphenation in the text.

Work technology

1. Open a text document.

2. Select the Tools Language Arrangement command.

3. In the dialog box, enable the Automatic hyphenation checkbox. You can also enable the Hyphenations in capitalized words checkbox.

4. Explain the purpose of the other settings in this window.

5. To set forced hyphenation in a word, click inside it and execute the Insert Symbol command, Special tab.

6. Insert a soft hyphen symbol.

Inserting a soft hyphen is used in tables with narrow columns or in text with narrow columns.

Pagination

Any document containing more than two pages must include page numbers. To do this, Word uses an automatic page numbering tool.

Task 3.6. Inserting Page Numbers

Set automatic page numbering in the document.

Work technology

1. Open the Layout 1 document.

2. Execute the Insert Page Numbers command.

3. In the dialog box that opens (Fig. 3.7), set the position of the number on the page (bottom) and alignment (right).

Rice. 3.7. Pagination

4. Disable the Number on the first page check box. As a rule, the number is not placed on the first page.

5. Review the document. Page numbers are located in the footer area. How does the placement of the number fit in with other header and footer elements in the document?

Task 3.7. Disable numbering on individual pages

Disable page number placement on landscape pages:

1. Execute the View Header and Footer command.

2. In the footer area of the even and odd pages in the second and third sections of the document, turn off Same as Previous.

3. In the Odd and Even Pages footer area of the second section (with landscape text), select and delete the page number field.

4. Close the Header and Footer panel and view the document.

It is very important before deleting page numbers from individual sections to disable the header and footer design mode As in the previous one for this and the next sections.

Style formatting

When working on a document, formatting can be done manually, or you can use styles.

When formatting manually, the user uses the “select text and change parameters” technique. If he is not satisfied with the changes, he has to change the formatting again. Sometimes you have to spend a lot of time to find an acceptable (from the user's point of view) combination of text parameters.

Using styles allows you to automate the process of selecting optimal parameter values.

It must be said that the term “style” in the Word environment has a meaning different from the commonly used one. In the explanatory dictionary of the Russian language, S.I. Ozhegov gives the following interpretation: “Style is a characteristic look, a variety of something, expressed in special features, properties of artistic design.” So, for example, when talking about clothing style, we mean a special cut developed by the designer, a special fabric, as well as the use of harmoniously selected accessories. Style in painting implies a certain way of applying strokes, the use of colors, and ways of expressing an image artistically.

Style in a text document is a more utilitarian concept.

A style is a set of values for text parameters that is predefined and saved with a certain name.

When a style is applied to text, all the parameter values described in it are applied simultaneously. Thus, applying a style replaces the manual operation of setting parameter values using dialog boxes and significantly reduces work time.

Style formatting is the process of creating and applying styles to objects in a text document. The meaning of this operation is as follows. Certain text objects are assigned a style that must be created in advance. If you need to change the values of object parameters, just change the style, and all objects to which this style is assigned are automatically reformatted.

There are four types of styles in Word 2003.

♦ Paragraph style completely determines the appearance of the paragraph, that is, text alignment, tab stops, line spacing, and borders. It may also include character formatting.
♦ Sign style specifies the formatting of a selected piece of text within a paragraph, defining only font parameters, such as font type, font size and style, etc.
♦ List style Applies the same list settings to the selected paragraphs, such as numbering or bullets, indentation, and paragraph and character settings. This style is created and used mainly for multi-level lists only.
♦ Table style sets table parameter values: border type, fill type, text alignment and fonts for the entire table, as well as for individual columns, rows, cells.

When formatting a multi-page document, styles are used to format paragraphs of the main text, for headings, to highlight individual words, definitions, lists, tables. Typically, the user applies a limited set of styles for formatting.

The Word environment has a fairly large list of standard styles built into it for various purposes. In addition, you can create your own styles. A standard or custom style can be included in a document template so it can be used in any document. If the style is not included in the template, it will be stored only in this document.

To work with styles, the Styles and Formatting taskbar is provided (Fig. 3.8). You can open it by clicking the button on the Formatting toolbar or using the Format Styles and Formatting command. This taskbar displays not only style, but also regular manual formatting. The top of the taskbar displays the formatting of the selection.

If no fragment is selected, the style of the current paragraph will be indicated in the taskbar. In addition, the panel displays a list of styles and manual formatting options applied to the text. In the Show field, you can select the following formatting display options:

♦ Available styles - styles that are or have ever been used in this document. You can add and remove styles from this list.

Rice. 3.8. Taskbar Styles and Formatting

♦ All- a list of all styles that can be used for formatting.
♦ Used- styles and manual formatting used at least once in this document.
♦ Available- styles and manual formatting that are or have ever been used in this document. You can add and remove styles from this list.
♦ Special- opens the Format Settings window.

The formatting used can be viewed and applied using the Style drop-down list in the Formatting panel.

Styles of a certain type are marked with a special icon. It is indicated next to the style name. The line indicating the application of manual formatting indicates the changed text parameters compared to the style of a given paragraph or font. This description is considered the name of this formatting. When you hover over a line, a context tooltip appears with a full description of the formatting.

In table 3.1 shows examples of displaying formatting in the Used list.

Table 3.1. Description of formatting in the Used list

In the list of paragraph styles, only the Normal style fully describes the applied font and paragraph parameters (see Table 3.4). Other paragraph styles are based on the Normal style and their description is Normal +<измененные параметры>. This means that in these paragraphs all Normal style settings are preserved, and only the specified parameters are changed. When you change a parameter in the Normal style, it will automatically change in all styles based on it. This provides additional convenience when reformatting text. For example, if you change the font size in the Normal style, it will change in the Bulleted List style, and in the Subtitle style, and in many other styles. But at the same time, the font size will not change in the Heading 1, Heading 2, etc. styles, since they clearly have a different font size.

For character styles, the base style is the Main paragraph font style, for table styles - Regular table.

Some styles, although they exist, do not appear in the list of all styles, such as Footnote Mark, Paragraph Body Font, Table of Contents styles, and several others. To see the full list of styles, select Special in the Show field and click on the Style button in the dialog box that opens.

When creating a new document, the list of available styles includes the Normal style - for regular text, and styles of headings of the first, second and third levels. As styles are used in the document, this list grows.

Style formatting includes the following operations:

♦ application of a ready-made style;
♦ changing the finished style;
♦ creation of a new style;
♦ creating a style based on a selected fragment.