Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, and 2016. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: How Word Applies Styles.

How Word Applies Styles

by Allen Wyatt
(last updated July 15, 2017)

1

If you work with styles quite a bit, you already know that the there are two types of styles you generally work with in a document: character styles and paragraph styles. (Word also allow you to define table and list styles, but they are not used as often as character and paragraph styles, and thus are beyond the scope of this tip.) As their names imply, character styles define how individual characters should appear, while paragraph styles are more comprehensive and define how entire paragraphs should appear.

Word includes quite a number of built-in styles that you can use for your documents. Some of these are defined as character styles, but the majority of them are paragraph styles. The general rules by which style application is governed are as follows:

  1. If characters are selected and you apply a character style, then the attributes of that style are applied to the characters.
  2. If characters are selected and you apply a paragraph style, only the character attributes of the selected style are applied to the selected characters. The original style used for the overall paragraph format remains unchanged.
  3. If no characters are selected and you apply a character style, then there is no effect on the paragraph. If you immediately start typing, however, the character style determines the appearance of what you type.
  4. If no characters are selected and you apply a paragraph style, then the style changes for the entire paragraph and it assumes the attributes of the style you selected. If there were any characters in the paragraph that had individual formatting applied (through styles or through manual formatting), then that formatting remains intact.
  5. If an entire paragraph is selected (as characterized by including the paragraph mark in your selection), and you apply a character style, then all the characters in the paragraph assume the attributes of the selected style.
  6. If an entire paragraph is selected and you apply a paragraph style, then the formatting for the entire paragraph is changed. If there were any characters in the paragraph that had individual formatting applied, then that formatting remains intact.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (11623) applies to Microsoft Word 2007, 2010, 2013, and 2016. You can find a version of this tip for the older menu interface of Word here: How Word Applies Styles.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Custom Formats for Scientific Notation

Excel allows you to format your numeric values in a wide variety of ways. One such formatting option is to display numbers in ...

Discover More

Printing a Draft Watermark

Adding a watermark to the background of a printout can be challenging. This tip explains the different ways you can implement ...

Discover More

Forcing Stubborn Recalculation

Have you ever recalculated a worksheet, only to notice that not everything calculated as it should? Here's a way you can ...

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 2013 (Word, Excel, PowerPoint, Outlook, and Access) with VBA programming, using it for writing macros, automating Office applications, and creating custom applications. Check out Mastering VBA for Office 2013 today!

More WordTips (ribbon)

Can't Find or Delete a Style

Using the shortcuts available in the Styles pane to select text can be very helpful. It may, however, be quite frustrating if ...

Discover More

Reformatting a Document with Messed-Up Styles

If there are lots of hands that touch a document, there are lots of ways those hands can mess up the document. You may be ...

Discover More

Assigning a Shortcut Key to Styles

Shortcut keys are a great way to apply styles to text in a document. You can easily create a shortcut key assignment for any ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 6 - 0?

2017-07-15 09:46:10

Paul Stregevsky

This hint is a keeper. But are you sure about number 6? I thought it depends on how much of the paragraph has already had character attributes or character styles applied.


This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.