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1 Office 2003 – Word Styles: Lists 5/2/2015© American Nuclear Insurers Welcome! Clip NameWord Styles: Lists CourseMS Office 2003 DescriptionCovers advanced Word document formatting using list styles—part of the MS Office 2003 course. Duration50 minutes InstructorDan Antion RegistrationPre-registration suggested
2 Office 2003 – Word Styles: Lists 5/2/2015© American Nuclear Insurers What’s CLiP for You? Recognize priorities / overall values about yourself. Participate actively. Continue to reflect. Seek ongoing feedback. Be open to supportive feedback. Make ongoing adjustments to meet your goals and values. Cultivate courage. Continuous Learning Goals The road to wisdom?— Well, it's plain and simple to express: Err and err and err again but less and less and less. —Piet Hein, Danish inventor and poet Knowing is not enough, we must apply. Willing is not enough, we must do. —Goethe
3 Office 2003 – Word Styles: Lists 5/2/2015© American Nuclear Insurers Learning Goals Today Improve documents with list styles Modify a list style Create a custom list style Apply error-free list styles Work with bullet and number list styles Create a new table style Create a dictionary-style header Protect a document’s styles Participating in this CLiP, you will learn how to… Participating means… Listening actively Watching carefully Enjoying the adventure of learning
4 Office 2003 – Word Styles: Lists 5/2/2015© American Nuclear Insurers About List Styles Many technical and business documents are simply lists of lists. Word can automate the creation of bulleted, numbered, and outline lists. Your default numbered and bulleted list formats are a click away on the Formatting Toolbar. Many lists have just one level (no subordination). Outline numbered lists can have as many as nine levels of hierarchical structure.
5 Office 2003 – Word Styles: Lists 5/2/2015© American Nuclear Insurers When to Use List Styles List styles simplify editing and enforce consistency. Use lists styles especially for: Crisp and consistent formatting results in… Enhanced clarity through obvious subordination of text elements Improved readability Professional appearance Long documents with multiple lists 5+ pages, technical and financial reports, catalogs, directories, etc. Documents with multiple types of lists Multiple, complex tables, procedure lists, several types of bullet and number lists, etc. Documents that should have uniform formatting for multiple editions Newsletters, brochures, catalogs, directories, etc. Note: Throughout this Clip, we will be using a sample ANI Inspection Report to demonstrate various procedures for working with list styles. You can use this same document file for your practice.
6 Office 2003 – Word Styles: Lists 5/2/2015© American Nuclear Insurers Creating Fast, Simple Lists Make automatic lists as you type 1.Enter the lead character for the list: For Numbered Lists: Type the first number (or letter) followed by a period or right parenthesis + space. For Bulleted Lists: Type an asterisk (*) or a right angle bracket (>) + space. 2.Type the list item and press Enter. Automatically list or delist existing text 1.Highlight the text (separate paragraphs) to be formatted as a list or to be delisted. 2.On the Formatting toolbar, click either the Numbering or Bullets button.
7 Office 2003 – Word Styles: Lists 5/2/2015© American Nuclear Insurers List Formatting Basics Bullet / Number position: Distance from the left page margin to the character indent or alignment position. TIP: In general, set Tab space after and Indent at to the same value. Tab space after: Distance from the left page margin to the first text line margin. Indent at: (multi-line text ) Distance from the left page margin to the hanging text margin for all lines after the first. Text Position
8 Office 2003 – Word Styles: Lists 5/2/2015© American Nuclear Insurers Modifying the Default List Style 1.Select the list that has the bullet or number format you want to change. 2.On the Format menu, click Bullets and Numbering, and then click the tab for the type of list you want to modify. 3.Click the list format you want. 4.Click the Customize button to set new style parameters. Modify bulleted or numbered list formats
9 Office 2003 – Word Styles: Lists 5/2/2015© American Nuclear Insurers Dynamically Modifying List Alignment Use the ruler’s indent controls 1.If the page ruler is not displayed, turn it on (View > Ruler). 2.Select the list for which you want to change the alignment. 3.Grab one of the ruler’s indent controls and drag it to the desired alignment position.
10 Office 2003 – Word Styles: Lists 5/2/2015© American Nuclear Insurers Using Unique Bullets Use a unique symbol or picture bullet 1.Select the list that has the bullet format you want to change. 2.On the Format menu, click Bullets and Numbering, and then click the Bulleted tab. 3.Click the style that is closest to the format you want. Then click the Customize button. 4.Click Character to change the symbol; click Picture to select a picture. 5.Select the symbol or picture you want. 6.Select any other options you want.
11 Office 2003 – Word Styles: Lists 5/2/2015© American Nuclear Insurers Using Unique Numbers Use a unique set of numbers 1.Select the list that has the number format you want to change. 2.On the Format menu, click Bullets and Numbering, and then click the Numbered or Outline Numbered tab. 3.Click the style that is closest to the format you want to modify. Then click the Customize button. 4.Select the options you want. You can easily change 1. to First, or 01, or 1 st, or I. You can also use letters instead of numbers to identify list entries.
12 Office 2003 – Word Styles: Lists 5/2/2015© American Nuclear Insurers Formatting List Characters Separately Format list characters differently from the text 1.Click a bullet or number in a list. 2.All the bullets or numbers in the list are highlighted. 3.Select the options you want on the Formatting Toolbar. You can change the format of bullets or numbers in a list without making changes to the text in the list. For example, you can format numbers or bullets with a different font color than the text in the list.
13 Office 2003 – Word Styles: Lists 5/2/2015© American Nuclear Insurers Using Error-Free List Styles The List styles are predefined, built-in styles for numbers and bullets in Word. When you create and apply a custom style based on any of these List styles, Word uses your custom style for numbered or bulleted lists. So, text with the List Number style or List Bullet style will lose its formatting when such a custom style is applied. What a pain in the neck! Some of your lists unexpectedly lost their formatting! You had lists formatted with a List Number style or List Bullet style. 1. But those lists are now messed up. Method 1 Use the Built-in List Styles for Numbers or Bullets Use the Built-in List Styles for Numbers or Bullets Solutions Method 2 Use a Custom Style for Your Numbers or Bullets Use a Custom Style for Your Numbers or Bullets Method 3 Create a Custom Template with Custom Styles Create a Custom Template with Custom Styles Whatever works best for your situation… You should know:
14 Office 2003 – Word Styles: Lists 5/2/2015© American Nuclear Insurers Using the Built-in List Styles 1.Select the text to which you want to apply a Word list style. 2.Open the Styles and Formatting task pane and set the view to Show: All Styles. 3.Click on any of the default List Number or List Bullet styles. 4.Use only these pre-defined styles for all your lists. Use Word’s Built-in Styles for Numbers or Bullets Error-Free Method 1 Warning: If you change the formatting of any List style, those changes may be lost when you restart Word.
15 Office 2003 – Word Styles: Lists 5/2/2015© American Nuclear Insurers Creating a Custom List Style 1.In the Styles and Formatting task pane, click the New Style button. 2.In the New Style dialog box, under Based on, click to select the style you want to base your new style on. Do not use the List Number or List Bullet styles. 3.Select the Add To Template check box if you want to apply this style to the current and future documents. 4.Click Format, and make the changes you want to the new number or bullet style. 5.Click OK > Close. 6.Apply your new number or bullet style. Use a Custom Style for Your Numbers or Bullets Error-Free Method 2
16 Office 2003 – Word Styles: Lists 5/2/2015© American Nuclear Insurers Creating a Custom Template 1.Save a document file *.DOC as a template *.DOT (File > Save As… | Save as type: Document Template) 2.Open the template you will use to create your documents. 3.Modify the List style in the new template, and then save the template. 4.Attach the template to your document and apply the new style to paragraphs you want bulleted or numbered. Create a Custom Template with Custom List Styles Error-Free Method 3 Note: Only document files that you base on your new template will have the modified List styles available.
17 Office 2003 – Word Styles: Lists 5/2/2015© American Nuclear Insurers Creating a New Table Style 1.In the Styles and Formatting task pane, click New Style. 2.In the Name box, type a name for the style. 3.In the Style type box, click Table. 4.Select the Add To Template check box if you want to apply this style to the current and future documents. 5.Select the options that you want, or click Format to see more options. Create a new table style Word offers many built-in table styles that you can always use. You can also create your own table style to provide a consistent look to borders, shading, alignment, and fonts in tables.
18 Office 2003 – Word Styles: Lists 5/2/2015© American Nuclear Insurers Customizing Outlines 1.On the Format menu, click Bullets and Numbering. 2.In the Bullets and Numbering dialog box, click the Outline Numbered tab. 3.Select an outline style that is close to what you want; then click the Customize button. 4.In the Customize Outline Numbered List dialog box, select an outline level and then specify the number style for it. 5.Modify the number and text positions as necessary. 6.Click OK after you have modified all the levels you want. Modify an outline style list Word can expedite the creation of custom lists—including complex outlines with custom bullets or numbers. In an outline-style list, you can use as many as eight levels of subordination.
19 Office 2003 – Word Styles: Lists 5/2/2015© American Nuclear Insurers Protecting a Document’s Styles Ensure conformity to defined styles 1.Create a document or template and define the styles you want to use. 2.Choose Tools > Protect Document to open the Protect Document pane. 3.In the Protect Document pane, choose Limit formatting to a selection of styles 4.Choose Settings to open the Formatting Restrictions dialog box. 5.Go through the list and uncheck any styles you don’t want used. 6.At the bottom of the box, in most cases, do not check Allow Autoformat to override format restrictions; click OK.. 7.In response to the message that the document may contain formatting or styles that are not allowed, Choose Yes or No as appropriate. 8.In the Protect Document pane, click the Yes, Start Enforcing Protection button. 9.Specify a Password for removing the protection. 10.Save the document or template
20 Office 2003 – Word Styles: Lists 5/2/2015© American Nuclear Insurers Troubleshooting List Styles - 1 1.On the Format menu, select AutoFormat. 2.In the AutoFormat window, select AutoFormat now and then click the Options button. 3.On the AutoFormat as You Type tab, check the boxes for Automatic bulleted lists and Automatic numbered lists. My automatic bulleted and numbered lists don’t work. I started a new number list and the first item does not start at 1. 1.Position the cursor in the first line of the list and right-click. 2.Select the Restart Numbering option.
21 Office 2003 – Word Styles: Lists 5/2/2015© American Nuclear Insurers Troubleshooting List Styles - 2 I have a custom list format called Classy, and I did not base it on one of Word’s List Number or List Bullet styles. I made one small change to one list that has the Classy format, and now all my other Classy lists have changed! 1.Position the cursor in a list that has Classy formatting; note the name of the paragraph style. 2.In the Styles and Formatting task pane, select the paragraph style you want to modify. 3.Pull down the menu under the style name and then select Modify. 4.In the Modify Style window, uncheck Automatically update. 5.Click OK. Automatic updating is turned on for your Classy style.
22 Office 2003 – Word Styles: Lists 5/2/2015© American Nuclear Insurers A Final Word on List Style No matter how classy the styles of your lists, make sure that your lists are well-formed. Ensure that all lists are sets of related, similar entries. Make separate lists as necessary. Maintain parallel grammatical structures for all list entries. Start each list entry with a participle, noun, adjective, etc. Try to order list entries according to some general principle. Alphabetical, degree of import, temporal or causal sequence, etc. Use tables to format lists with long entries. Use the left-hand column for short descriptors. Enjoying Green Things Handling Blue Things Making Red Things Green Things Are Fun Big Blue Things
23 Office 2003 – Word Styles: Lists 5/2/2015© American Nuclear Insurers Fast Review Make automated lists Modify a list style Format list characters Use built-in list styles Create custom lists Use custom template Create table style. > New Style button > Style type: Table 1. Format menu > Bullets and Numbering 2. Select a list-type tab > select desired format 1. Type the first number (or letter) +. or ) 2. Bulleted Lists: Type an * or > + 1. Click a bullet or number in a list 2. Formatting toolbar > select options 1. > New Style button > select Based on style 2. Format button > make changes > OK > Close 1. Create and open a custom template (*.DOT) file 2. Modify the List style in the template & attach it 1. 2. Format button > make changes > OK > Close 1. Select list text > Styles and Formatting 2. Show: All Styles > click any built-in list style
24 Office 2003 – Word Styles: Lists 5/2/2015© American Nuclear Insurers Fast Feedback Please… 1.Answer the Self Assessment questions. 2.Evaluate this clip today. 3.No need to sign your name. How can we help you work smarter?
25 Office 2003 – Word Styles: Lists 5/2/2015© American Nuclear Insurers Practice, Practice, Practice! Self-Assessment Feedback Thank you for your commitment to continuous learning. Now you are ready to practice these new skills. Be bold and persistent. ANI is behind you 100%.
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