Using Headings and Styles in Microsoft Word 2007

Uploaded by cmacaulay2 on 04.10.2010

How often do you open a word document and need to create a heading or subheading that
is uniform throughout the document? By using the styles aspect in Microsoft Office 2007
you can make your document look organized and professional in only a few easy steps.
My name is Carolyn Macaulay and I’m going to show you how to transform your Word documents
easily by using themes and styles in formatting headings.
When making a document, especially when it will be used by students, it is important
for it to be organized and structured. In this case, let’s say I want to create a
document to use with my geography class, introducing the 5 themes of geography. To change the text
from normal to a larger, boldfaced font for each heading and subheading is time consuming
and sometimes inaccurate. How many times have you chosen a certain font, size, or look for
a heading and then forgotten when you were ready to format the next one what choices
you made. You have to go back to an earlier one and check it before setting same features
for each new heading. And then what if you decide to change how all the subheadings look?
You have to do it for every one manually! However, when using Microsoft Word themes
and styles tools, formatting is made easy. If you go to the upper right where it says
“styles,” you can easily change and format your headings. In this case, the title “Introduction
to the 5 Themes of Geography” is my “Title.” By highlighting or clicking on the text and
then clicking the mouse on “Title” under the styles group, you have created a heading.
In the same way, you can create subheadings by highlighting or clicking the text and then
clicking on “Heading 1,” under the styles group. Now I am going to format each of my
subheadings with the heading 1 style. By creating a “title” as well as using “heading
1,” it makes it easy for the reader to distinguish between the different headings. You can also
make additional subheadings by using “heading 2” in the styles group. For example, here
under the heading 1 “Location,” I can make two subheadings with “Absolute Location”
and “Relative Location.” If I wanted to add further subheadings under these, I could
go to “heading 3” and create even more subheadings.
Once applied heading styles to your headings and designated which are titles, and which
are headings 1, 2 or 3, you may choose to change the style of your headings. If you
go back to the styles group to the icon called “Change Styles,” a drop down menu will
appear. By selecting “style set” you can choose a different style of headings. If I
move my mouse down the list I can preview how the different styles will look. The default
style that Microsoft uses is called “Word 2007.” It appeared when I first made my
headers, however for this document I want to use the “modern” style.
When you have selected the style you want to use, you can also change the colors and
the font of the headings. Again, you can preview what the headers will look like in your document
by holding your mouse over each one. One benefit of using the styles group is Microsoft has
already created several different styles that you can select. In this case I might want
to use the “Trek” color set and then also use the “Trek” font styles. You could also mix and match and use “Office
2” font and “Origin” color style. Again, if you choose a style, or font set, or color,
it changes all the headings at one time and everything is formatted with the same style.
This is one of the best things about using Microsoft Word’s themes to format your document.
It is so great to be able to change things in one place to affect the appearances of
all headings, like I said before. Using Microsoft styles to create headings
doesn’t just make the document look good but it also helps visually impaired people
who are using screen readers. Use of headings provides structure to the document, giving
levels of importance to each level of heading so the screen reader can pick that up and
communicate it to someone who can’t see the document.
Another useful tool provided by Microsoft Word is the ability to create a PDF out of
the document. If you go to the Office Button and click on it and then scroll down and choose
“save as”, there is an option to save the document as a PDF of XPS. When the screen
pops up to allow you to title your document, there is a place to select “options.”
If you click on options, it will take you to another screen where you can click on “create
bookmarks using:” and an option under it that says “headings.” After selecting
those, hitting okay, titling your document and saving it, your newly made PDF will open.
On the left side of the PDF there is an icon of a document with a blue ribbon on it. If
you click on that icon, the bookmark menu will expand. As you can see, the headings
I created have become bookmarks within the PDF file to make it more navigable and easy
to use. If you want to know more about themes and
styles in Microsoft Word, check out my wiki page. Thanks for listening!