Hi, my name is Jason Morrell.
I'm recording this video today in response to a number of questions asked about another
video I made showing how to do multi-level numbering in Word with particular reference
to linking your numbering levels to your styles.
If you use styles for anything in Word, this video is going to be useful
But the focus today is how do you take those styles you just modified or created from scratch
and make them available in new documents or other documents that you may already have?
On the page here, I've got some sample text.
In a minute, we're going to create some custom styles for these three here, but before we
do that , let's do a simple multi-level numbering example where you link to your styles.
And for this example, to keep it simple , I'm going to use one of the pre-existing styles.
First , let's select the text that we need to work with .
Then on the Home tab , come to the Multi-level List, and we choose the existing style here
where you can see it's linked to Heading one, Heading two, Heading three styles.
That saves us a bit of work in terms of set up.
You can see at the top here that Heading 1 has now changed the show level number one,
Heading 2 is now showing heading level two.
Let's take a look at the existing settings
So if I click Multi-level Lists and down here where it says Define New Multilevel List,
this will actually show the existing settings that you have as well.
So here are the existing settings and you can see that Level 1, it's actually got a
link to Heading 1 and that's why when you apply a Heading 1 style, it's going to apply
the Level 1 numbering.
Same for Level 2 and 3 all the way down the Heading 9.
For this example , we only need three.
If we click 'More' this will reinforce it.
Level 1 you can see over here is linked to Heading 1.
Level 2 is linked to Heading 2 and Level 3 is linked to Heading 3, so that's how that's
set up.
That means if I click somewhere in the Level 2 line and choose the Heading 2 style at the
top, it applies Heading 2, which also applies to the level two numbering system.
Same for Level three, let's click in the line there and choose Heading 3 and that style
has been applied.
These settings only apply in this document.
If I click CTRL N to open a new document , you'll see that Heading 1, Heading 2's and so on,
have reverted back to their standard settings , so all the custom settings you just created,
that linked your number levels to those styles - they're not available in new documents.
They also won't be available in any existing documents you have.
That's the first example and I'll show you how to rectify this in just a minute .
A second example with ordinary text.
So let's say I choose this first bit of text here, let's maybe increase the font size a
little bit and change the color.
While it's selected, come to Styles box, click the 'More' button and choose 'Create a style'.
This will summarize all the characters and paragraph characteristics of your text.
All it's requiring is a name, so let's call this one JM1.
Let's do the same for style 2.
Let's increase the font size a little bit , maybe make it green, so we're color-coding
these.
Okay, and if we come to the 'More' button in the Styles gallery, choose 'Create a style'
and give it a name of JM2.
Let's do the same for level 3.
Highlight the text , maybe decrease the font size a tad and make it blue.
Then comes to the style gallery . Click the 'More' button, create a style and name it.
JM3.
You can see them listed up in the Styles gallery.
It always puts the newest ones first.
I'm going to press CTRL N to create another new document , and again you can see looking
at the styles at the top that JM1, JM2 and JM3 not here anywhere.
And that brings us to the crux of this video.
How do you make the styles that you just created or modified available in other documents?
Let's close this one.
You need what's called a Styles Organizer.
To get there, you follow this route.
It's a little bit hidden away.
Firstly, in the bottom right corner of your Styles Gallery, click the launcher.
This displays a panel on the right-hand side . It's currently docked . You can actually
click and drag this in to move it around.
It's resizable and moveable.
If you click and drag it to the right border of word , it'll dock it.
Here you can see the three styles listed.
If you come down to the bottom , this third icon at the bottom is called 'Manage Styles'.
In the dialog box down the bottom left , you click 'Import and Export'.
This then shows you all the styles available in the current document and also all the styles
available in what's called the 'Normal.dotm.'
That's the Normal template.
The Normal template is what is used for all new documents, so that's all the standard
settings and any styles in addition to the standard ones.
So on the left-hand list , if I scroll down to the J's, you'll see JM1, 2 and 3 there.
If I highlight them and choose 'Copy' they'll be added to the Normal template That means
they will then be available for all new documents from this point forward.
If I wanted to retain the settings that I've now applied to Heading 1, 2 and 3 for the
multi-level numbering , I could choose Heading 1 thru to Heading 3, I copy those across as
well , and that means that these settings will then become the default for all of your
documents .
I'm not going to do that here . I'll just demonstrate with my JM1, 2 and 3.
So once you're done , you can click 'Close'.
I'm now going to press CTRL N for a new document.
And straight away in your Styles gallery, there's the JM1, JM2 and JM3 available to
use in this document.
Now what about pre existing documents?
Well , let's open up a sample to look at . If you look at the Styles gallery at the top
, you can see that JM1, JM2 and JM3 are not there.
Your heading styles are just standard as well.
To bring those custom styles in for use in this document , I need to take it one stage
further than what I did before.
Don't forget those custom styles are now available in the Normal template.
So I'm going to go to the Styles box, click the launcher in the corner to display the
panel on the right and click 'Manage Styles'.
Again, choose 'Import and Export'.
So again, here's the current styles available in the preexisting document.
That's what we're looking at here.
And here's the styles available in the Normal template.
This time we do the reverse.
We highlight JM1, 2 and 3, copy them across to our current document, the preexisting document,
and 'Close'.
Looking at the styles gallery at the top there, you can see those three styles available.
Now just to prove they work, click in the first line of text, choose JM1.
Click in the second line.
Choose JM2.
Click in the third line and choose JM3.
Now, even if at some future point, the JM1, 2 and 3 styles are removed from the Normal
template, they're still available in this document to use.
So hopefully that clears up that problem for you.
It's very easy to organize styles and move styles from one place to another; from one
document to another .
Don't forget you have to do it through the normal template . There's no way to move styles
from one document to another . You use the normal template is an intermediary step.
You can easily move styles from a document to the Normal template or from the Normal
template to a document , so that's the method you need to apply.
So that's what you do.
I hope this video's been useful . If it solved a problem for you , please leave a comment
beneath.
And if you've got any further questions, please leave that in their comments beneath as well.
And you never know . Your problem might be somebody else's problem and we can help a
few people at the same time .