Styles and Paragraph Formatting

One of Word’s challenges is that there often are multiple ways to do the same thing. For any given set of circumstances, however, only one way is the most efficient. The challenge is to see through the clutter and determine which way is best.

“I don’t use styles” is something I hear quite frequently, but that can’t be true. If you’re using Word, you’re always using two styles: a paragraph style and a character style. When people say “I don’t use styles,” of course, that doesn’t mean that they don’t use styles at all. It’s that they use just a single paragraph style, called Normal, and a single character style called Default Paragraph Font. More to the point, it means that they simply ignore the existence of styles.

Any formatting variation such “astylists” might achieve is by applying variant or direct formatting. I’m not going to snobbishly sit here and tell you that paying no attention to styles is a sin. Although, come to think of it, this is a Bible . . . Even so, there are times when you have to do something ASAP, and if ignoring styles gets that “The building is on fire!” memo finished sooner than fumbling with unfamiliar tools and concepts, then so be it.

This chapter will tell style shunners what paragraph formatting is, what it’s for, and how to use it. It also will tell style users the same things, but the latter will have a broader context for it all as well as a strategy, because paragraph formatting is integral to paragraph style formatting.

When to use styles

The same commandment that applies to character style formatting applies with respect to paragraph style formatting. If it’s a one-time ad hoc need, direct paragraph formatting is entirely appropriate. For example, if it’s a centered heading on a one-time announcement you’re going to tack to a bulletin board, feel free to simply press Ctrl+E.

On the other hand, if it’s formatting that you’re going to need again and again, then use a style. For example, if it’s one of a number of headings in a monthly newsletter you’re going to be assembling for the next five years, either adopt and adapt built-in heading styles to suit the need, or create your own styles. The more work styles can do for you, the less time you’re going to have to spend formatting and reformatting.