Formatting a document increases its readability and can assist the reader. Word has preset formats called styles that determine basic structure and formatting. Styles save time by allowing formatting to be applied as a group with a single click. There are paragraph styles, character styles, table styles, and list styles. Users can create new styles or modify existing ones to change formatting for all instances of that style in the document.

1. Formatting a Document Using Styles
Default Formats
Formatting a document increases its readability and can assist the reader in drawing attention to specific parts of a
document. The 3 levels of formats -
Character formats – fonts, sizes, styles, color
Paragraph formats – text alignment, line spacing, indentations
Section formats – margins, page layout, paper size
When opening a new document Word has preset formats for all documents. These formats are stored in a separate
document called a template. When looking at an open Word document the screen displays a predefined set of
formats. For example, Normal style is the default paragraph style for all text in your Word document based on the
global template called normal.dot.
Every Microsoft Word document is based on a template. A template determines the basic structure for a document
and contains document settings such as AutoText entries, fonts, key assignments, macros, menus, page layout,
special formatting, and styles.
Formatting tool bar – includes all settings for starting a document using the Normal global template. You can change
the default formats by using this toolbar.
Repeating Formats
Format Painter – Word provides this option for repeating formatting in a document. The Format Painter copies the
formatting of text and applies it to the other text you select. This tool is a time saver for working with a document that is
partially formatted. For example, if you like the format of a heading, you can use the Format Painter to copy the format
to all other headings in the document.
To repeat formatting by using the Format Painter:
1. Select the text that has the formatting you want to copy
2. Click the Format Painter button once*
3. Select the text you want to format
* Double clicking the Format Painter will keep the feature on until you click the button again.
Style Menu Font Format Paragraph Format List Format

2. Using Styles
A style is a collection of formatting commands that's given a name so it can be easily accessed and all the formatting it
contains applied as a group (in a single click).
Styles save you a tremendous amount of time and help keep the formatting in your document consistent. And
because multiple pieces of information are stored in one place, they also help to keep the formatting simple to manage
and your documents well behaved.
The following are the types of styles you can create and apply:
• A paragraph style controls all aspects of a paragraph's appearance, such as text alignment, tab stops, line
spacing, and borders, and can include character formatting.
• A character style affects selected text within a paragraph, such as the font and size of text, and bold and italic
formats.
• A table style provides a consistent look to borders, shading, alignment and fonts in tables.
• A list style applies similar alignment, numbering or bullet characters, and fonts to lists.
You can create, view, and reapply styles from the Styles and Formatting task pane. Direct formatting that you apply is
also stored in this pane, so that you can quickly reapply it.
To view styles and formatting –
On the Format menu, click Styles and Formatting
When you want to change the style of text, you can apply
an existing style, also known as a built-in style. If you
don’t see a style with the characteristics you want, you
can create a new style, and then apply it.
In the Styles and Formatting task pane, click New Style.
In the Name box, type a name for the style.
Do one of the following:
Character
Paragraph
Table
List
Select the options that you want, or click Format to see
more options.
Tip
If you want to use text that you've already formatted as
the basis of a list style, paragraph style, or character
style, select it, and then base the new style on the
formatting and other properties applied to the selected
text.

3. To quickly change all the text that is formatted with a particular style, you can redefine the style. For example, if your
main headings are 12 pt Arial, bold, and underline, and you later decide you want your headings to be 16 pt, Arial and
centered, you don't have to reformat every main heading in your document. Instead, just change the properties of that
style.
You can also have Microsoft Word modify a style automatically, meaning that Word detects when you alter the
formatting of text containing a style, and then automatically updates the style. When Word automatically updates the
style, all text formatted with that style is updated to match the formatting of the text you just changed. Automatically
updating styles is recommended for users who are experienced with using styles.

4. References:
Word 2002: Basic Instructor’s Edition ILT series, Thomson Course Technology, a division of Thomson Learning
Microsoft Office Document Designer, by Stephanie Krieger from the MS Office Document tool kit