Using Style Guides

If you need to reuse the same text formatting options repeatedly, you may consider creating a Style Guide to make the process quick and easy. Style Guides let you apply uniform formatting by highlighting the text and selecting the style you wish to apply from a drop-down menu. Only document owners can create and edit style guides, but anyone can use them. Styles can be applied to document text, document tables, and presentations.

Applying Styles

To apply a style to text, select the desired text with click and drag, double-click on a single word, or triple-click to select an entire paragraph. Then choose a style from the drop-down menu for Styles in the Edit toolbar. Styles can also be added to paragraphs by simply placing your cursor at the beginning of the paragraph and choosing the appropriate style.

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Editing an Existing Style

A document will automatically have some styles available once the Style Guide has been created. The Normal style will automatically be applied to text unless another is specified. You can designate different Normal styles for text and tables.

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You can modify the line and paragraph spacing, indentation, and appearance of a style by expanding the appropriate section. You can also rename a style by double-clicking it in the Styles list on the left or by right-clicking the style from the list.

The style list can be reordered here by clicking and dragging the styles. If you have used a style in your document and later change attributes of that style, any changes will automatically be applied throughout the document.

Moving the Styles Menu

It may be helpful to move the Styles menu closer to the text you're working with. The style drop-down can be detached from the toolbar and moved to any screen position you like by clicking the icon in the lower right of the drop-down. Once detached, the list will remain open, allowing you to see and make use of all available styles.

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Prevent Changes for Styles

After styles have been applied, any formatting changes manually applied to text will take priority by default. A document owner can prevent manual changes using the Prevent Changes slider for each setting. Preventing changes will also disable the associated toolbar buttons.

Style Notes

You also have the option to add notes to your styles which will appear as a tooltip when hovering over the style name (in the Styles menu). This tooltip allows you to provide usage information or other details about that style at a glance.

You can enter Notes for a style in the Style Guide Properties dialog box. To access the Style Guide, choose Edit Style Guide from the Styles drop-down menu in the Edit toolbar.

Adding and Removing Styles from View

The Owner of the document can add and remove styles that are available for use by all Editors of the document.

Click on the Styles drop-down menu and choose Edit Style Guide. Then click Add/Remove Style to open the list of existing styles. Check the styles you’d like to be available then Apply the changes to return to editing your document.

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Creating a New Style

Though many styles are available by default, you may need to create a new style. You can do this from the Style Guide Properties window by clicking Add/Remove Style and choosing Add Custom Style below the list. After naming your new style, click Accept & Close above the list to edit this new style.

Importing and Exporting Styles

If you have a style guide you’d like to reuse, you can import and export styles using the options in the upper right of the Style Guide Properties dialog.

To export your style guide, click Export and then select a location where you'd like to save your style guide file to. This file can then be imported by clicking Import from the Style Guide Properties dialog in another document, then selecting the style guide file on your computer. An imported style guide will replace the existing one and retain all settings from the time of export. These imported styles can be edited if desired.