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  1. #1
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    bold and italics (Word 2000 SR-1)

    Microsoft Office 2000, SR-1, Windows 98.

    Bold and italics seems to work just fine when I select the text and use the toolbar buttons. But somewhere I read that I should really be controlling these "special effects" with character styles. So I set up one for bold and one for italics, each based on the default paragraph style or on the underlying font style. And those work fine, too, unless I change my mind and want to unbold or unitalicise. I've tried selecting the "change" text and selecting the plain font style (Body text, for example). But nothing happens, or worse, the bold or italics goes away, but the style name remains Bold or Italics; it does not change to the plain font style. I expect I'm doing a bunch of things wrong, but can someone point out what I need to do to correct the situation?

    Betsy Frick

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    Re: bold and italics (Word 2000 SR-1)

    You can remove the character style by selecting the text to which it is applied and doing Ctrl/Spacebar. This is the keyboard command that strips all directly applied character formatting, but it also works to remove applied character styles and remove the character style name from the text.

    Beyond that, I'd be interested in knowing how many people are actually using character styles. I'm a trainer for a law firm, and while I preach the use of paragraph styles, particularly for numbered paragraphs, I usually don't even demonstrate the use of character styles. I tell our users that they should do as much formatting as they can through the use of paragraph styles and apply a minimum of direct character formatting.

    So what are most of you out there doing about this? Thanks.

    Lee Morgan

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    Re: bold and italics (Word 2000 SR-1)

    I am the only help desk employee and trainer for a law firm. I would like to see people use paragraph styles, but they haven't been trained on anything yet. They basically use Word 2000 like a really advanced typewriter. So, we definitely don't use character formatting.
    <img src=/S/igiveup.gif border=0 alt=igiveup width=31 height=23>

  4. #4
    Silver Lounger Charles Kenyon's Avatar
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    Re: bold and italics (Word 2000 SR-1)

    See <A target="_blank" HREF=http://www.addbalance.com/usersguide/styles.htm> Understanding Styles</A> (addbalance.com/usersguide/styles.htm) for more on styles.
    Charles Kyle Kenyon
    Madison, Wisconsin

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    Silver Lounger Charles Kenyon's Avatar
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    Re: bold and italics and no proof (Word 2000 SR-1)

    Hi Betsy,

    You've already been given the Ctrl-Spacebar combo. It has a companion of Ctrl-Q which removes direct paragraph formatting.

    There are two character styles built into Word (left over?) for bold and italics. These are the strong and emphasis styles. I have added two of my own: a citation character style which consists of italics & no proofing, and a names character style which consists of no proofing.

    One major advantage of using character styles for this is that if you want to change the formatting of your citations throughout your document (underlining anyone?) you can do so very easily. You can also use styles as a type of tag for search and replace operations since it is possible to search for a style.

    An auxiliary use of styles (both paragraph and character) is for organization of AutoText entries. You can use styles for this that are essentially blank - just names. See <A target="_blank" HREF=http://www.wopr.com/cgi-bin/w3t/showflat.pl?Cat=&Board=wrd&Number=71009&page=0&vie w=collapsed&sb=5&o=&fpart=&vc=1#Post71009> my post on WordPro glossary conversion into AutoText</A> for more on this.

    Paragraph styles are a key to using Word's automatic numbering in a law office setting. Setting these correctly is an arcane art. <img src=/S/witch.gif border=0 alt=witch width=15 height=15>
    For the proper spells, check out (mvps.org/word/FAQs/) and the third post in the <A target="_blank" HREF=http://groups.google.com/groups?hl=en&lr=&safe=off&ic=1&th=bce07d7714769f5c ,6&seekm=531301c0eff3$8b23bb40$a5e62ecf@tkmsftngxa 07#p> Latest Numbering Discussion on the Microsoft newsgroups. That post by Dave Rado takes you through the necessary steps.

    Finally, see <A target="_blank" HREF=http://www.addbalance.com/usersguide/styles.htm> Understanding Styles</A> (addbalance.com/usersguide/styles.htm) for more on styles.
    Charles Kyle Kenyon
    Madison, Wisconsin

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    Re: bold and italics and no proof (Word 2000 SR-1)

    How dunce-like can I be--what do you mean by "proofing" and "no proofing" in your message about styles?

    And I just discovered the Strong and Emphasis styles today! Who would guess that they meant bold and italics. I spent time creating my own. Ah well.

    Thanks for your quick response. This Lounge is such a wonderful place. Someday maybe I'll know enough to help someone else. Now to hunt for my reply to Lee, which got lost when I decided to create a signature. Sigh . . .

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    Re: bold and italics (Word 2000 SR-1)

    Lee,

    My first reply to you got lost. So here's the short version -- thank you from the bottom of my heart for telling me about Ctrl/Spacebar to remove a character style!

    I'm a trainer, too, but I sure will never be expert enough to train anyone on Word. My balliwick is custom computer applications, usually for big companies. Word is just the tool that I'm often forced to use to create the documentation and training materials.

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    Re: bold and italics (Word 2000 SR-1)

    You're very welcome. Glad I can help.

    Lee Morgan

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    Re: bold and italics (Word 2000 SR-1)

    I don't use character styles. I understand the argument for global changeability, but I'm not the type who suddenly will want all the underlined text to be italicized. If I were to want that, I'd play with find/replace or VBA to do it.

    As for Strong and Emphasis, I bet these were introduced when Word morphed itself into an HTML editor.

    Just my <img src=/S/2cents.gif border=0 alt=2cents width=15 height=15>.

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    Re: bold and italics and no proof (Word 2000 SR-1)

    You can also get rid of character styles by selecting the text and applying the "Default Paragraph Font" style. That's really the character style (character formatting) of the underlying paragraph style(s).

    It's really a shame Word offers no default keyboard shortcut for this special "style". If you work with character styles, you need it all the time (type some text in a character style, then choose the "Default Paragraph Font" to continue typing without that character style).

    <img src=/S/cheers.gif border=0 alt=cheers width=30 height=16>Regards, Klaus

  11. #11
    Silver Lounger Charles Kenyon's Avatar
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    Re: bold and italics and no proof (Word 2000 SR-1)

    Hi Betsy,

    "no proofing" is a language format setting that tells Word to ignore text with that format when checking spelling and grammar. Many names get picked up by spell-check. One option is to add them to a custom dictionary, that way if they are mispelled, they are still caught. However, given the number of ways there are to spell any name, I decided a while back to just give up and have spell check ignore names, especially case citations typed into motion forms.

    Oh, one other thing about Ctrl-Spacebar...
    It is the easiest way I know of to turn off a character style when you are done with it and typing. If you don't have any text selected when you press it, the effects are applied to new text typed from that point (not to existing text before or after that point). This is different from the Ctrl-Q command which resets the formatting in the paragraph where the insertion point is found, even if nothing is selected. If you have parts of multiple paragraphs selected, Ctrl-Q resets the formatting in all of those paragraphs, not just the selected text.

    With Ctrl-Spacebar, if you have text selected it clears character formatting from the selected text only.

    See <A target="_blank" HREF=http://www.addbalance.com/usersguide/basic_formatting.htm#CleanUp> the reset formatting section of Basic Formatting</A> on my site for more.
    Charles Kyle Kenyon
    Madison, Wisconsin

  12. #12
    Silver Lounger Charles Kenyon's Avatar
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    Re: bold and italics and no proof (Word 2000 SR-1)

    Hi Klaus,

    I think the default keyboard shortcut is Ctrl-Spacebar.

    See the <A target="_blank" HREF=http://www.addbalance.com/usersguide/basic_formatting#CleanUp> Clean Up Formatting</A> section of Basic Formatting for more on the uses of this shortcut.
    Charles Kyle Kenyon
    Madison, Wisconsin

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    Re: bold and italics and no proof (Word 2000 SR-1)

    Hi All,

    Of course, the main advantage for using a style is to make a lot of changes easier later on. When deciding whether to use a character style instead of manual application (italic button, for instance), ask yourself, "is this somehting I will use a lot, and is it likely to change in the future, across the board?"

    The other advantage for styles is, if you want to apply several formatting options in one operation.

    For single-format, minor changes, there is no reason (in my opinion) to bother with a style.

    The only character format I use is used for the second reason. When writing instructions that contain computer lingo, I apply a character style that uses fixed spacing font (Courier New), and no proofing (so you don't get red squiggly lines under things that are spelled "correctly"). Also, I assign a hot key, so I don't have to mess with the mouse quite so much, and I turn off "Automatically Select Entire Word" so I can select the text precisely (if applying styles after the fact). The reason I use a character format (versus paragraph format) is, often the instructions are interleaved into normal text.

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    Re: bold and italics and no proof (Word 2000 SR-1)

    Hi Charles,

    Agreed, both (applying the Default Paragraph Font and hitting Ctrl-Spacebar) do seem to do the same thing. I still think this is badly implemented, since
    a) applying the Default Paragraph Font doesn't have a shortcut.
    [img]/forums/images/smilies/cool.gif[/img] Ctrl-Spacebar calls a macro "FontDefault" (I hope this is the right translation; I use a German version).
    c) The description of that macro (in Tools > Macro > Macros... > Word commands) states that it applies the formatting of the selection as a standard to the style (which is not at all what it does).
    d) Ctrl-Spacebar, according to the online help, removes manual character formatting. In my opinion character styles shouldn't be considered as manual formatting, so Ctrl-Spacebar *should not* remove them.


    Character styles can be very useful, but they are poorly implemented in many ways. Some of the grudges I have with the implementation:
    -- Character formatting (font, font size...) is a part of paragraph styles. In a good implementation, paragraph styles should only define paragraph properties (space before, keep with next ...), and character styles should be responsible for character formatting. The way it's now is terribly muddled.
    -- Paragraph styles and Character styles should have earned different list boxes on the formatting toolbar, and many users never realize that the "Default Paragraph Font" is a dummy style that removes character styles (and manual character formatting).
    -- You cannot search for a certain paragraph style *and* a certain character style at the same time. Since I use character styles quite heavily, that is a feature I miss twice a day (at least).

    <img src=/S/cheers.gif border=0 alt=cheers width=30 height=16>Regards, Klaus

  15. #15
    Silver Lounger Charles Kenyon's Avatar
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    Re: bold and italics and no proof (Word 2000 SR-1)

    Hi Klaus,

    I guess my take on it is that Microsoft should correct their help file and leave Ctrl-Spacebar the way it is. I like it that it is the "off" switch for character styles and if it didn't work that way, I would be trying hard to invent something that would.
    Charles Kyle Kenyon
    Madison, Wisconsin

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