How To Copy Word Styles Between Documents (The Bit They Don't Tell You)
Vložit
- čas přidán 17. 07. 2024
- Discover how to copy Word styles between documents. When you create or modify styles in Word, they are available in the current document but unavailable in new or existing documents.
In this video I walk through how to use the Styles Organiser in Word to copy and reuse Word styles so you can use them in new or existing documents.
😃 VIDEO TIME CODES
- (0:00) Why I made this video
- (0:33) Super quick recap of how to create multilevel numbering with styles
- (1:49) The modified styles are only available in this document
- (2:11) Super quick recap of how to create custom text styles
- (3:04) The new custom styles are only available in this document
- (3:12) The crux of this video: how to copy and reuse styles in Word
- (3:19) How to get to the Styles Organiser in Word
- (3:50) How to use the Styles Organiser in Word to make your styles available to NEW documents
- (4:38) Proof that the new styles are now available in new documents
- (4:47) How to use the Styles Organiser in Word to make your styles available to EXISTING documents
- (5:35) Proof that the new styles are now available in the pre-existing document
- (5:52) Summary and quick recap
- (6:25) Please like the video, subscribe to receive similar content and leave a positive comment below
I trust you found this video useful. What ONE thing resonated with you the most? Let me know by adding a quick comment below and click the thumbs up button under the video! Oh, and subscribe if you'd like to see more content like this. Go get 'em.
😃 USEFUL LINKS:
Share this Video:
• How To Copy Word Style...
[Video] How to create multilevel numbering in Word:
• How To Create Multilev...
[Video] How to use Word Styles like a pro:
• Deep Dive Into MICROSO...
😃 SUBSCRIBE if you want to see more content like this
czcams.com/users/JasonMorrel...
😃 HIRE JASON to fix your broken documents or to get private 1-on-1 Zoom coaching
trst.com.au/docdoc/?ref=yt
😃 ABOUT THE PRESENTER:
Jason Morrell helps people of all levels to leverage the power of Microsoft Office. Delivering training since 2002, he loves to simplify the hard stuff and provide helpful, actionable advice that has been proven to slash hours from daily computer tasks. Jason lives with his wife and 4 kids on the beautiful Gold Coast in Queensland, Australia.
😃 LET'S CONNECT!
officemastery.com (free training on the blog)
/ officemastery
/ jkmorrell
/ jasonmorrell
Have a fantastic day! - Jak na to + styl
I can't believe I have been looking everywhere for a video on this subject. This the second video that I have watch of yours and both are like a revelation for me. Can't wait to watch the next one. Thanks so much for this video on a seemingly simple subject!!
Thanks again Leroy for your encouraging comments. These videos are clearly resonating with you! If you have any other topics you would like to see explained, let me know.
@@JasonMorrell hi Jason, great video. Any chance you could do a video on how to go about creating a engineering technical document based on say five documents from different companies. Cheers jimmy
Just watched a few of your videos and I can't thank you enough! Your teaching style is clear and engaging. Thanks for putting this out for us!
That's a fantastic, heartfelt comment. Really encouraging. I'm pleased the videos helped you Lisa, and I appreciate you taking the time to leave a comment. Jason
I am amazed... I LOVE YOU, Professor!!!! I've been working with Word since the days of DOS and never, ever had anyone explain Styles as simply and easily as you just did with this video and the other one on Multilevel lists. I've been looking for tutorials on this for years and years of frustration dealing with Word just got cleared up in our two videos; I'm off to experiment with a document I have to do now. I will watch both of these gems again to clear things up. In your first video, there were things that were never clearly explained about attaching levels to the Styles themselves. You just blew up all that frustration and I find myself eager to do Styles practice from these two videos. Thank you, Professor; I can FINALLY feel more at ease doing Word documents.
Oh, I'm not a professor! No. No. No. I've just been around the block a few times. I'm glad I was able to finally provide the answers that you needed. Keep going.
Jason
Jason - fantastic video. very clear, clean and concise. keep up the good work - you deserve more subscribers.
Thanks for your positive feedback and encouragement David.
You saved my life Jason...These were such perfect instructions. I was struggling to work on a very old version of word but needed to include styles from other version... Thank you so much. Wonderful :)
Thank you sbeh0101. It's comments like this that keep me going. I'm glad I was able to help you.
Jason, I can only copy what everyone else has commented. Awesome!! I've been working at this for hours, days, weeks, and in one short video, you have answered a bag load of questions. Many thanks.
Thanks Kevin. I appreciate your feedback. I'm glad it helped you. Sometimes you wonder why they hide this stuff away!
This is exactly what I was looking for, thanks a lot! Very helpful and clear!
Thanks Santiago. I'm glad it helped.
Jason, THANK YOU!
I've been fighting format issues with Headings for the past week and this video cleared the problem up!
I had to make my new Heading styles in a New Document export them then overwrite the ones that were messed up in the Quality Manual I've been rewriting. IT WORKED!
Thank you for sharing your knowledge,
Rodney
Great to hear that you finally figured it out with a bit of help. Onwards and upwards, my friend.
Such a useful video , easy and to the point , thanks a million :) , I am definitely subscribing & spreading the word among my friends
Thanks Ahmed. I'm glad it made such a positive impact.
Masterful explanation, especially the part about being able to copy the styles to pre-existing documents. Thank you.
Thank you for sharing @muratbatmaz.
Many thanks for your videos!. Your video gave me the answer for the questions that I have had for a long time when using ms word to make documents. Especially helpful for orgarnizing document to view styles and reuse to another new documents. Again, thanks for good explanation and tips.
From puzzled but now-unpuzzled user from South Korea.
That's great to hear Christest1. Doesn't it feel great when you finally make that breakthrough?
Thanks once more Jason - super helpful!
You're welcome. Glad to be of assistance. Jason
I’ve been looking for these solutions everywhere. Thank you so much!!!
No worries. I'm glad to help.
I am obsessed with properly formatted documents and am rather good at Word but have had to recreate styles with copy-paste between docs each time so THANK YOU for this. These are the best instructions I have found on the Web and I have spent considerable time looking to automate this.
Thanks for your comments Sherry. You may also find this post useful. It shows you copy all the styles from a master document into your current document using a simple macro.
officemastery.com/word-macro-copy-styles-between-docs/
An extraordinarily helpful video. Thank you. Saves a ton of time.
Thanks Annette. It certainly saves you stacks of time after you discover it.
I've been searching for a guide on how to do this. I wasted 2 hours aimlessly searching through the web. Luckly, I've found your video. Just saved my day. Thanks a lot!
Fantastic. I'm glad I could help Luigi
Word Styles and automatic multilevel numbering are both harder than quantum mechanics. And your videos make them simple. Thank you!!!
I really appreciate the compliment Mike. Yes, the planning and organisation of this feature was/is non-existent. It could have been a lot better.
This has been so good, thank you so much.
You're welcome Glester.
That was fantastic Jason. Thanks very much. Indeed, it was the bit no one had talked about. I found a lot of CZcams videos on creating and saving styles but none on how to implement them onto new documents.
Thanks Mostafa. I'm glad it filled a gap! Have a fantastic Christmas, Jason
@@JasonMorrell Thank you Jason. I wish you and your family a fantastic Christmas and new year as well.
Wow, this is so useful! Thank you!
Thank you Jonathan. I'm glad it helped.
Thank you for this video - well explained and easy to follow!
Nice to hear. Thanks Janice.
Thank you! Just what I was looking for.
Fantastic. Thanks Sucram
Concise, clear, and organized. A+
Thanks Zachary. I appreciate your kind feedback.
REALLY helpful. I'm a wordsmith AND a Wordsmith for doctoral and masters theses. I get documents where the headings are ALREADY entered. I need to format the headings to create a TOC. This video is invaluable!
Thanks Jill. It's always nice to meet a Wordsmith! I'm glad the video helped you out.
So incredibly helpful! Thanks!
You're very welcome Julie. Thank you for the feedback.
Massively helpful. Thank you so much.
Great to hear.
Thank you for doing this video. I have been trying to copy a style from an existing doc. Your summary statement clearly says we have to use the template document as a “go between” step to move styles from one pre-existing doc to a new doc. Your instruction style is great, could slow down just a bit.....information flows freely from an expert. I did subscribe!
Good on you Steve.
Loved the explanation. Thanks 🙏🏻
You're welcome Guliherme.
Thanks a lot bro, dont stop helping others. Cheers
Cheers Wilbert
Exactly what I needed to know thanks.
Great to hear Ozworldz. Have a fantastic Christmas.
Brilliant and actually works unlike those recommending to use Organiser through the developer tab.
Thank you . Appreciate your comments.
Thanks! That was very helpful!
Glad it helped!
This is so helpful thank you!
You're very welcome.
Thanks, you just sorted my thesis problems
Glad I was able to help. Thanks for your feedback.
Very helpful, much thanks!
Thanks Romans Rule1234.
Fabulous! Thank you!
No worries Lauren.
Great video. Thank you so much!
Very welcome
wow, would have save me a guzzilion hours had I watched this earlier.
Yup! We've all been there! I appreciate your comment Kenny. We're actually building up the Word YT library this year so you may want to subscribe. Are there anything other topic areas you'd like to see?
Yes actually.
The relationship between paragraph styles and the multi-list styles (esp. margin/tab priority mgmt). I'd rather use paragraph styles once the numbered styles are done, so is there a way to to have to specify the first text location and indent within the multi-list styles.
Using additional text prior to the actual number in a multi-numbered list.
Additional explanation for things like:
1. "Level to show in gallery"
2. LIstNum field
3. Ways to add additional characters after numbers besides tab, space & nothing
so, in essence some more "hard core" uses of MLN and integrations with Paragraph Syles.
Thank you!
This video covers most of your wish list, particularly towards the end where it discusses how to link styles to multilevel numbering.
czcams.com/video/He_ob8ydc9E/video.html
really helpful thanks!
Thanks Carol. I appreciate your feedback.
Thank you so much for this video, it just solved a problem!
My pleasure. Celebrate your victory.
Thank you Sir, you have made my life much easier!
You're very welcome.
3:12 GENIOUS! THANK YOU!
Thanks castillelarkin.
Wow! Thanks so much!
You're very welcome.
Thank you very much. This video has solved my problem.
Brilliant. Great to hear.
Fantastic!!
Appreciated. Thank you.
Thank you sooooo much!!!!
You're welcome Stev
this is what i want to see :) thanks...
You're welcome
Great share, thank you.
Thanks for visiting. Thanks for your comment.
Excellent!
Thanks Kornelije
Yes sir, just solved my problem. Thanks!
Excellent! Thanks Josh
Thank you for teaching! This took me so long to figure out. I even called MS support and they don't even know!!!!!
Thank god for this time saving tips. I highly think MS should make improvment on this function.
You got through to MS Support !! Congratulations. That's hard to do. A lot of Microsoft Word is badly designed, unintuitive and BUGGY. The aim of my videos is to help people navigate the quirks. I'm glad you found it helpful.
@@JasonMorrell thank you so much. Yes it was easy through help hub on Windows. I waited 2 minutes before they call me
Thanks very much Jason! I tend to use different fonts for different writing purposes so I've been trying to manage this by having different templates but I still couldn't work out how to get those style headings to be available across all documents. Might need to spend some time 'tidying up' all styles now.
I'm glad you found the video useful. Nothing beats a breakthrough!
Literally thank you, this is easier in Google Docs.
You're welcome Astraeus. Thanks for your comment.
Brilliant!
Cheers.
Guess I'm the first. Indeed very helpful. I always wondered what the global template is and how it is used. Now it's much clearer. N maybe your future videos should expound on the word styles a little more in general cause I see there's a lot of commands in the Manage styles button.
Sure thing Dennis. Watch this space! Thanks for being the first commenter!
Hi Dennis. As promised, here is a new video on how to use Word Styles like a Pro. Enjoy.
czcams.com/video/S9G4WoE-Wl0/video.html
Thank you!!!
You're welcome! Thanks Alexandre.
so helpful
Cheers Collin
Really useful
No worries. Thanks Ruhul.
Thanks a lot sir
You're welcome Divyansha.
Amazing
Cheers buddy
thank you!
Cheers Susan
Thank you.
Welcome!
THANK YOU
You’re very welcome.
Thank you for this - it is very well hidden.
Indeed. Glad it helped.
I may be waaaaay too late to get a response here but hopefully somebody can help.. Firstly, thank you for the video! I watched the muli-level numbering one and FINALLY managed to get my numbers sorted after googling for ages and trying all the suggestions but nothing worked until I found yours!
For this video though, I have modified my headings and even renamed them. I followed the instructions- "Manage styles - import/export - copy" etc but when I open a new document my new heading styles aren't coming through and are just reverting to the default settings. I'm not sure if I missed a step.
If I can't figure out how to do it, I'll just keep coming back to this document, deleting all the info and starting my new document here.
Thanks again, I appreciate the time you took to help those of struggling find our way.
Hi Nadine, it's never too late to ask. I check in every day to answer questions.
If you have copied your new styles to the Normal template using the organiser then every NEW document created will have those styles available. For existing documents, copy the styles from the Normal template to the existing document.
Renaming will not change anything.
Styles can be overwritten by coping from/to the Normal template or current document, so be careful.
Another approach you could take is to store your preferred styles in a separate document/template then use a simple macro to copy all those styles to your current document. I have put the instructions here:
officemastery.com/word-macro-copy-styles-between-docs/
Let me know how you go.
Jason
You can also use the organizer to copy styles into a preexisting document. On the left, select the document (or template) that has the styles you need. On the right, you select the document to need to import the styles into. You may need to select "Close File," then "Open File" and then select "All Word documents" as file types. From there pick your styles and select "Copy ->"
Indeed, there is nothing to stop you moving styles between two ordinary documents. Thanks for making that point castillelarkin.
Hi, Jason! I’m having a ton of issues with with Paragraph Styles (PS), Multi-Level Lists (MLL) and Multi-Level List Styles (MLLS).
Do you have a video that can help with the following issues?
I’m working on a 9 level Multi-Level List (and Style) document wherein I’m using mixed font styles between the MLLS and PS.
I think I’ve learned this:
L1: Clicking on the MLL content and changing Font settings updates the rest of the document that has the same MLL applied. Seems to be working as expected.
Q1: I’m unsure whether this recursively updates the MLLS that I think it is associated with?
Additional questions:
1. Why are associations between MLL & MLLS’s & Paragraph Styles dropped?
a. It seems that when I update a paragraph style, the link between the MLLS and Paragraph Style breaks.
2. What is the relationship between the Paragraph Style settings of left & right margins and first tab settings?
a. Shouldn’t the Paragraph Style settings update the MLLS?
3. How do you know that a MLLS has been applied to a paragraph?
4. Can you create a new MLLS from pre-existing MLL and PS-applied content instead of starting from scratch to define a new MLLS. i.e. Much like you can do with PS’s themselves.
5. How frequently is document corruption a factor?
Below are the MLL I’m trying to get to behave 😊
HEADINGS AND NUMBERING CURRENT FORMAT SAMPLES
SERVICE ASSIGNMENT→SA01 HEADING 1
HEADING 2
SCOPE [ I ] → HEADING 3
DELIVERABLE [ 1 ] → HEADING 4
FEATURE (01) → HEADING 5
INCLUDING (a) → HEADING 6
STATUS: √ COMPLETED HEADING 7
STATUS: √ COMPLETED → HEADING 8
STATUS: PENDING IOTA → Heading 9
Happy to email or post part of the doc if it's helpful.
THANK YOU!!!
~ Kenny
Hi Kenny. Thank you for your multiple questions. Based on the email conversations we have also had over the last few days, I have condensed the main points below for the benefit of other readers.
I think most of your problems have come as a result of overthinking and over-engineering! If I have understood correctly, the solution is fairly simple and can be applied across the board.
1. Styles are styles whether you use them for headings, body text (what you have called Paragraphs) or in Multi Level Lists (MLL)s. The Styles gallery on the Home tab is the central repository.
2. Any style can be linked to any MLL level. Similarly, you can have some styles that are not linked to a MLL, like paragraph styles for your main body text.
3. It is common practice to reserve and use the Heading 1 to Heading 9 styles for your MLL. Other styles not linked to your MLL should be used for your general body text/paragraphs. When you update a paragraph style it should have no bearing on your MLL/Heading styles and vice versa.
4. To update the settings of an existing MLL, click the MLL icon and choose Define New MultiLevel List. This will bring up all the existing settings which you can then modify.
5. To make global style changes and apply them recursively there are two approaches
Method 1 (Best)
(a) In the styles gallery, right-click the style you wish to change and click Modify.
(b) Make your changes.
(c) To control your left-right indents or tab positions, click the FORMAT button on the bottom-left of the dialog and then select Paragraph or Tabs and make your changes.
(d) Click OK to apply.
Method 2 (alternative, but not recommended)
(a) In the styles gallery, right-click the style you wish to change and click Modify.
(b) At the bottom of the dialog, tick/check the box labelled AUTOMATICALLY UPDATE. This means that when you change the styling (e.g. font settings) of any text on your document that uses that style, it will also update all other text in your document that uses that style.
Q) How frequently is document corruption a factor?
A) The software is pretty solid these days and rarely crashes. If you have inherited a document where the formatting is all over the place, you can quickly establish some new styles and apply them across the document. I have completely overhauled 100+page documents within 3-4 hours.
Q) What is the trigger for a style becoming unlinked from a MLL level?
A) I can't say why your links are breaking without seeing it happen, but once linked, (a) modify the style using the styles gallery and (b) to reestablish a style/link level that has been broken, click anywhere in the text you wish to style, then click the appropriate style in the Styles gallery.
Q) I found several MLLs in my doc that were not identical. What is the best approach to address this?
(A) The best long-term approach is to establish a singular set of styles that you wish to use throughout the whole document, then sweep through and apply the styles as necessary. It takes a bit more time up-front but saves a LOT of time going forwards.
A second approach would be to create a secondary set of styles for your second list (if the styles are vastly different). So you keep your Heading 1 thru Heading 9 for the first MLL and create a secondary set, maybe prefixed with your initials, KBHeading 1 thru KBHeading9 and apply those styles to the second MLL.
I would choose the first approach every time.
Q) When is it best to use indents and first tab position vs. the paragraph style configuration?
A) IMHO, tabs have been obsolete for 10-15 years. Some people still use them. I don't. Set everything in the Styles dialog ('Aligned At' and 'Text Indent At') and that way it's all controlled from one place.
I hope this helps. All the best, Jason
Hi Jason, In my current project i have multiple word templates created which are around 70, and formatting for all templates are defined already as you have shown in this video, in which i have 8 level of styles created for headings, my query is if in future requirement comes to change the formatting of any level i.e fonts, indent, spacing etc. how can i do changes in all templats together ? is there any way in your mind using some macro or script ? Help me on this if possible.
Rupesh, there will always be a manual element, but the following process allows you to copy all settings from a master template to the current document with one click using a macro.
*STEP 1: CREATE MASTER DOC*
1. Create a master document, e.g. *Master Styles.docx*, that contains all your styles. Once set up, this will be the one place where you update your style preferences.
*STEP 2: CREATE MACRO*
2. In any document press *Alt F11* to open the Visual Basic Editor.
3. On the left sidebar under Normal, right-click *Modules*. Choose *Insert* then choose *Module*.
4. In the main window (right side), paste this code:
Sub Copy_styles_from_master_doc()
ActiveDocument.CopyStylesFromTemplate _
Template:="C:\folder\folder\etc\Master Styles.docx"
End Sub
5. Press *F4* (if necessary) to display the Properties window on the left sidebar.
6 .Next to (Name), type Copy_styles_from_master_doc - you can use any name but spaces aren't allowed.
7. Close the code window. Changes are saved automatically.
*STEP 3 (Optional): ASSIGN MACRO TO A QAT ICON*
8. Back in Word, click *File | Options | Quick Access Toolbar*.
9. Change *Popular Commands* to *Macros*.
10. Select the *Copy_styles_from_master_doc* macro
11. Click *Add >>* between the 2 lists.
12. (Optional) Click *Modify* under the right-hand list and choose any icon you like.
13. Click *OK*. The new icon to run the macro is now situated in the QAT.
*STEP 4: COPY STYLES FROM MASTER DOC TO CURRENT DOC WITH ONE CLICK*
Now, in any document, when you click the macro icon, all the styles from *Master Styles.docx* are copied to the current doc.
Any style with the same name will be overwritten with the styles settings from the *Master Styles.docx*. There are no confirmations or warnings.
Any new styles that have been added to Master Styles.docx and don’t exist in the current document will be added.
You can find all the macro functionality on the *Developer* ribbon (left side). If you don't see Developer, select *File | Options | Customise Ribbon* then tick/check the *Developer* box.
You could get the macro to run automatically by replacing the Sub name in steps 4 and 6 with 'AutoExec', 'AutoNew' or 'AutoOpen' (supporting documentation here: docs.microsoft.com/en-us/office/vba/word/concepts/customizing-word/auto-macros). If you went this route, you can also skip steps 8 onwards.
Let me know how you go.
Jason
Do you have any suggestions on how to use this on a 400 page ordinance that has been hand numbered for many years?
Hi Cyd. Here's what I suggest to speed up your process:
1. Define the new styles you want to use throughout your document.
2. Position your cursor in any text that you wish to redefine (e.g. a heading or body text).
3. Display the Styles Pane (to do this, click the launcher in the bottom-right of the Styles group).
4. Click SELECT ALL. This will select all the text within your document that is formatted the same as your selected text.
5. Apply your new style from the Styles gallery or Styles pane.
Once this is done, all your formatting can be controlled through the handful of styles that you have created. Good luck.
Hi Jason, thank you for such clear and concise training. Really really helpful! I searched but couldn't find the trainer-in-my-pocket site. Please can you post a link to other training vids that you have.
Thank you for your kind comment Bernadette.
Before rebranding to 02RIV the channel was called TrainerInMyPocket (but I unfortunately CZcams won't let me change the URL). And my full Excel training which was called Trainer In My Pocket is now Excel Clubhouse.
You can view all my CZcams vids here:
czcams.com/users/trainerinmypocketvideos
You can check out Excel Clubhouse here:
www.excelclubhouse.com
What other videos would you like to see?
Hi Jason, many thanks for your reply. I will check out the links you sent me for sure. I'm revisiting Word, Excel and Powerpoint ahead of upcoming interviews. Re Powerpoint, is it possible to have section breaks in a presentation and have different backgrounds within each section?
Re: Section breaks in PowerPoint - yes you can but I can't really explain it all within a comment (and it's off-topic for this video) but here are two things you can check out ...
1. When you insert a new slide, there is a 'New Section' layout.
2. Check out Slide Masters. This is the PowerPoint terminology for templates and it's the proper way to set up backgrounds etc. for consistency. You can have several different masters in the same presentation.
I hope that sets you in the right direction.
Many thanks indeed Jason. I will look into what you suggest.
thanks a totally million. i have gone on courses, i have paid people to teach me and i still couldn't get it. your videos are crystal clear and now i don't know why it was so difficult! thanks a lot. I would like to know who to i handle normal text that i want to put under each number so that it works in conjunction with the numbering. you showed in your previous video how to do that, but then you did not show how to handle the text so that you don't lose your numbering but that normal text fits in under each number. thanks a bunch
Hi Nanika. First, thanks for your comment and your question. Create your numbering system and attach a style to each one (Heading1, Heading 2 etc. or any style you like). Then for your regular paragraph text, use the Normal style (or any other style you like, other than the styles you have attached to the numbering system). What happens is, every time your numbered styles are used, it continues the numbering from the last time the style was used, even if that was 10 pages before. You could have 10 pages of ordinary un-numbered paragraph text, images, tables, whatever, between one numbered step and the next.
To summarise, numbers only get applied to text that is styled with a numbered style (e.g. Heading1). Regular paragraph text that is styled with a non-numbered style (e.g. Normal) will not be numbered.
If you have a numbered item and want to add a paragraph directly underneath that uses the same hanging indent properties, you can press Shift Enter to move to the next line but you'll still be in the same paragraph.This is called a soft-return or a line-return.
Does that help? Let me know how you go.
Jason
What happens if you copy some of your formatted style text (such as JM1) into a document that does not have that style. Does the formatting stay?
We have a group of people working on updating documents. I want to use styles but they would have to be updated to each file and most others in my group don't see the benefit. Any suggestions?
Hi Greg. Here's the process I use myself, so I know this is bulletproof. It bypasses the need for the Normal template. This works better for teams.
1) Create a blank document that includes all your custom styles (either new or modified).
2) Save the document as a Word template (.dotx or .dotm if you also have macros) and place in a central location that all users can access.
3) In each document you wish to modify, create and run the following macro (obviously insert the proper file path and file name of the template you saved in step 2).
Sub Copy_styles_from_template()
ActiveDocument.CopyStylesFromTemplate Template:="DriveLetter:\\folder\folder\filename.dotx"
End Sub
Tip: Add an icon to the Quick Access Toolbar to run the macro with one click.
Going forwards, use your master styles document to maintain your current styles. Every document is independent and every computer uses its own Normal template. Therefore, as with any change control procedure, if you modify your master styles you will need to open each document and run the macro again to pull in the latest styles which will update the document.
Let me know how you go.
Cheers, Jason
Thanks for the video. For some reason, I am unable to find the Style Manager on my Mac. Is there any way to copy a Style to a different document, as you describe, on a Mac. Thanks very much.
Hi Ruth. Yes you can.
1. Click the Format menu and choose Style.
2. In the dialog, click the Organiser button.
Have a great day,
Jason
@@JasonMorrell Thank you so much!
This is great. One question. Would I have to create a new style to start numbering from 1 again - in a new section for example
Hi Gabriel. Thankfully not. Just right-click on the heading where you wish to restart the numbering, then click 'Restart Numbering' on the context menu!
(in case you were wondering, I replied to this question when you first asked it, but my reply did not register in CZcams. I've found that happens sometimes.)
@@JasonMorrell Thank you - one problem I have had is that after setting a style and linking it to a number level I have to keep modifying it as some of the styles are not being implemented especially the indent(hanging) this is not being realised at number level even though it is set up at the style level - if that makes sense.
Is it possible to take a backup of the custom styles we create to suit our needs. So that we can simply copy paste them in another system, instead of re-creating them again in another system. This would also be helpful if OS Crashes and we re-install MS word....
I am not asking about copying styles from one document to another, but to a different system itself....Thanks in advance
As long as you have one document with all of your custom styles, you can use the organiser to copy the styles from that document to the Normal template (in the new system) and then onto other documents as needed. You can also copy/paste styles text from one doc to another.
However, the best technique I've found is to keep a master document with all of your styles and then use a simple macro to copy them into your current document. Instructions here ...
officemastery.com/word-macro-copy-styles-between-docs/
Is it possible to copy and keep the same style formatting from two different documents if they have the same style?
Yes, copy the source text then go to the destination, right-click and choose 'Keep Source Formatting'
Great video. All in one. But i just wonder about this: If i made all the settings on my computer and move the word file via usb to another pc. Will the settings still stay in?
Each document has its own styles which are saved, so they will transfer on your USB. Each NEW document created will use the styles in the Normal template (for that computer) by default.
@@JasonMorrell Thank you for reply. I have an impenetrable problem. I made a number list like you show, but when i call them for indexing they doesn't appear. I couldn't understand where i made a mistake. Do you have any idea :)
In an index you don't normally include the number from the heading, just the text, as this is what will be searched by the reader. This video (czcams.com/video/64L-mOumBuY/video.html) shows how to build an index using the mark and index method while this video (czcams.com/video/jnYWmfxDOag/video.html) shows how to construct an index using the concordance method.
Hi Jason. Before I had seen your videos, in my frustration, I deleted Heading 3 from the style gallery. When I followed your method for headings, I thought Heading 3 would reappear in the style gallery selections, along with headings 1,2,4, etc. Unfortunately it has not. Could you please help me so that Heading 3 becomes an option in the style gallery. I am working with an existing document. Many thanks. Janet
Hi Janet. Headings 1-9 are built in and will appear when needed. Initially only Heading 1 and Heading 2 are displayed in the Styles gallery, but as soon as you use Heading 2 within your document, Heading 3 will appear in the Styles gallery. As soon as you use Heading 3 within your document, Heading 4 will appear in the Styles gallery. And so on. Let me know if that answers your question. Cheers, Jason.
Thank you for taking the time to respond so promptly. Much appreciated.@@JasonMorrell
Hi! I have exported the styles I created in existing documents, but each time I apply my new style "Heading, Chapter 1" it automatically places the left indention over to about 0.5" . I do not have that as a setting in my style, and when I change the setting, then it'll will start to apply my new style. It doesn't do that to any of my other styles I created just the one Titled "Heading, Chapter 1"
Am I missing something or is there something I am doing wrong for me to fix this?
Thanks for any help and guidance! Your videos has been super helpful!
That's a strange one, and I can't think of an obvious reason off the top of my head.
Are you using multi-level numbering that links to Heading Chapter 1 at all? If you are, the indentation settings in the Multilevel Numbering dialog override those defined in the Style Definition, so you could check that.
Otherwise send me a short sample at support@trst.com.au and I'll take a look.
@@JasonMorrell No I don't think so, I just double checked and it didn't seem like it is. I'll send you sample. Thank you!
Is there a way to apply all the new styles from a new template onto a pre-existing file while preserving all the linked items such as words to specific tables, etc.?
Sorry Sal, I don't understand your question.
@@JasonMorrell Hi. Thanks for your response. What we're trying to accomplish is that we have pre-existing files with its own styles, and we want to update these documents with the styles we created on a different word document but whenever we try to merge them with pre-existing files we get all sorts of issues such as the links we had created in the pre-existing files being deleted (i.e. references to tables or sections). Do you have any ideas on how we can have the pre-existing files simply adopt the new template of styles automatically?
Styles should not have any impact on the way that links (formerly hyperlinks), bookmarks, cross references etc. operate. Styles and links can co-exist without interfering with each other.
If the Organiser is not working for you, try creating a simple VBA macro with the following code:
Sub Copy_Latest_Styles()
ActiveDocument.CopyStylesFromTemplate _
Template:="C:\your\folder\path\MasterStyles.docx"
End Sub
MasterStyles.docx can be called anything. It can be a docx or doct. It doesn't matter. And obviously, put your proper filepath in.
Use MasterStyles.docx to maintain your master styles. Then run the macro in any document to copy the styles from MasterStyles.docx into your current document.
Existing styles, e.g. ExampleStyle1 and ExampleStyle2 in the document will be updated with the latest styling attributes from MasterStyle.docx.
Any new styles that exist in Master Styles.docx but not in your document will be added.
Let me know how you go.
شكرا لك
I don't understand your language but thank you for leaving a comment. Much appreciated.
Smart presentation but I can not find the styles management icon in word for mac 16.46
Hi Martin. Click the *Format* menu (at the very top of the screen) then choose *Style* then click the *Organiser* button.
I dont know if you're still replying to coments on the video but i have a question and im a little desperate!
I'm an author and I use the same 7 styles for EVERYTHING. I managed to get them all to always show up in the reccomended, but theyre mixed into like 10 other styles!
I have gone into import/export and set them so that its only my styles and the forced styles in my documents, but the other ones still show up every time.
I have also spent hours in the other style options setting values to make the highest priority ones my favorite 7, but that also seems like it changed nothing!
Do you know of any way to make only the ones I need show up?
Hello fellow author! Yes, I still check into CZcams daily and answer questions.
Here are a couple of techniques that you would probably never discover unless somebody told you. they remove the idiosyncrasies that exist with the styles pane.
---
#1 Create a custom style gallery
1. Add your 7 styles to the Style Gallery on the Home ribbon and remove any styles you never use.
2. Click the Design tab.
3. Click the More arrow on the themes gallery and choose 'Save as New Style Set'.
4. Name it and click Save. Don’t change the file location.
You now have a new thumbnail (the first one) that you can click any time to display your personal style set. You can also click the 'Set as Default' icon if you wish.
---
#2 Create a simple VBA macro with the following code.
Sub Copy_Latest_Styles()
ActiveDocument.CopyStylesFromTemplate _
Template:="C:\your\folder\path\stylesdoc.docx"
End Sub
Stylesdoc.docx can be called anything. It can be a docx or doct. It doesn't matter. And obviously, put your proper filepath in.
Use Stylesdoc.docx to modify and maintain your current styles. Then run the macro in any document to copy the styles from Stylesdoc.docx into your current document.
---
I hope that makes sense. If you're not comfortable with macros, just do #1. All the best. Jason
Great, but how would I move styles from one computer to another? Within my organisation, to establish a company wide style bank, say?
Hi Adam. I'm not an IT Administrator so there may be a better way to do this, but here's what I would do.
METHOD #1
1. Once you have finalised all your styles, tidy up you Styles Gallery by removing any style that is not required.
2. On the Design ribbon, click the MORE button on the bottom-right corner of the StyleSets Gallery and choose 'Save as a New StyleSet'.
3. The default location (depending on the Word version) will look something like: C:\Users\[username]\AppData\Roaming\Microsoft\QuickStyles. Change that to a shared drive/folder.
4. Name the file and click Save.
5. On each computer in your organisation, copy the file from the shared folder to the user's QuickStyles folder.
Like I said, there may be a way to automate step 5 to copy the file for everyone at once, but that's not my field of expertise.
METHOD #2
1. Check out this post - officemastery.com/word-macro-copy-styles-between-docs - which contains a one-line macro to copy styles from one document (in any location) to the current document.
2. Using that as the basis, create a document that contains all your global styles and save it in a shared location.
3. Create/copy the macro onto each person's computer.
4. Now, whenever a user wishes to import the styles from the global template they can run the macro on the click of a button and it's done in a flash.
Of the 2 methods, method #2 is better because if the global styles ever change, they can be reimported into any document with one click and every style will be updated.
I hope that is of some help. If nothing else it may give you the seed of an idea that you can adapt to get a useable solution.
Let me know how you go.
Jason
@@JasonMorrell THANK YOU for taking the time to guide me, I'll give it a go on Monday when I'm back in the (ms) office. :)
May i know the setting for Microsoft word mac version?
Format menu --> Styles --> Organiser button
You can copy styles between any documents - just close Normal and open any other doc; you may need to unfold the dropdown filtering file extensions.
Yes, that's correct.
Can you somehow just import all the settings from one to another document?
Yes, do as the video says, but instead of copying styles to the Normal templates, click the drop-down arrow and choose the destination document instead.
@@JasonMorrell I meant as in auto-import everything (text style, paragraph settings,...)
Martin, the following process allows you to copy all settings from a master template to the current document with one click using a macro. I recommend this as you can be do this on demand (so you retain control).
You could get it to run automatically by replacing the Sub name in steps 4 and 6 below with 'AutoExec', 'AutoNew' or 'AutoOpen' (supporting documentation here: docs.microsoft.com/en-us/office/vba/word/concepts/customizing-word/auto-macros). If you went this route, you can also skip steps 8 onwards.
1. Create a master document that contains all your styles. Once set up, this will be the one place where you update your style preferences.
2. In any document press Alt F11 to open the Visual Basic Editor.
3. On the left sidebar under Normal, right-click Modules. Choose Insert then choose Module.
4. In the main window (right side), paste this code:
Sub Copy_styles_from_master_doc()
ActiveDocument.CopyStylesFromTemplate _
Template:="C:\folder\folder\your_master_file_name.dotx"
End Sub
5. Press F4 (if necessary) to display the Properties window on the left sidebar.
6 .Next to (Name), type Copy_styles_from_master_doc - you can use any name but spaces aren't allowed.
7. Close the code window. Changes are saved automatically.
8. Back in Word, click File | Options | Quick Access Toolbar.
9. Change Popular Commands to Macros.
10. Select the Copy_styles_from_master_doc macro
11. Click Add >> between the 2 lists.
12. (Optional) Click Modify under the right-hand list and choose any icon you like.
13. Click OK. The new icon to run the macro is now situated in the QAT.
Now, in any document, when you click the macro icon, all the styles from the master doc are copied to the current doc. Any style with the same name will be overwritten with the styles settings from the master doc. There are no confirmations or warnings.
You can find all the macro functionality on the Developer ribbon (left side). If you don't see Developer, select File | Options | Customise Ribbon then tick/check the Developer box.
Let me know how you go.
Jason
Thank you, Jason. Will try it later and leave an update. So if there is no need to use import the settings I just don't use the macro and that's it.
@@JasonMorrell how do I make an existing document a master document?
How you implement (multiple different) Multilevel Numbering Style in a single Document
Hi Dov. This video answers your question:
czcams.com/video/He_ob8ydc9E/video.html
Have a fantastic Christmas. Jason
At 3'16" he says, 'And now that brings us to the crux of this video...'
And ... ?
goddammit this must be for some old version
It's all still current, at least for the desktop version. If you're using Word for Mac or Word Online there will be differences, as with every feature. What appears to be the problem EmpyreanLightASMR?
Great, but you talk way too fast for us southerners!
Life's short Diane. Gotta keep things moving!
@@JasonMorrell Your video was exactly what I wanted to know. I'll just have to keep going back and watching segments over. Lordy, I'm glad I found your video.
Thank you so much 4 years later 🥲🥲❤️
You're welcome!