The following excerpt is from my unpublished how-to called ‘How to print your book with Createspace, a step-by-step guide for Absolute Beginners’. The specific instructions are for the layout of a book, but you can change the settings to be appropriate for any document.
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Styles contain pre-set groups of commands that determine how headings and paragraphs appear.
The most commonly used Word styles are found on the Home tab, in the Style gallery [as shown below]:
Even if you did not select any of the styles in the Style Gallery while writing your book, there is one style that you would have used without even being aware of it. That style is ‘Normal’.
Note: the only time the Normal Style is not used automatically in a Word document is when the document originated in another software program and was imported into Word. For example, the Windows program ‘Notepad’ creates documents in Rich Text Format. RTF documents can be opened in Word but the Normal style must be applied manually.
Every time you create a new document in Word, it automatically sets that document to the ‘Normal’ style settings. These include:
- the default font [Calibri],
- the font size ,
- the font colour [automatic – i.e. black],
- the text alignment [left]
- and a host of other less immediately visible options.
As part of the design process, you can modify some of these options for your book.
Modifying the ‘Normal’ style
In Word, the easiest way to modify an existing style is to right click on its name in the style gallery. This will cause a small menu to be displayed. On that menu is an option called ‘Modify’:
To change elements of the ‘Normal’ style in your document, right click ‘Normal’ in the Style gallery and select the ‘Modify’ option from the drop down list [as shown above].
You should now see the ‘Modify Style’ dialog box:
The first thing to note is the radio button down near the bottom left corner of the dialog box. The option ‘Only in this document’ is pre-selected to ensure that any changes made to the ‘Normal’ style of this document do not become standard for all Word documents.
Editing the style name
Up near the top of the dialog box you will see the style name. Editing the name is not necessary, but it can be useful as a reminder that the style was changed.
To change the name of the style, simply click inside the Name text box and type in a new one.
Editing the font, size, colour and alignment
You can change the font and font size just as you would on the Home tab. Remember to also select the ‘Justify’ alignment option.
To change the colour of the font, click the small arrow next to the box that says ‘Automatic’ [as shown below]:
Click the colour of your choice or leave it as Automatic, i.e. black.
Editing the paragraph options
All of the less common stylistic functions are hidden behind the ‘Format’ button which is located on the bottom left hand side of the Modify Style window.
Click ‘Format’ and select the ‘Paragraph’ option from the menu:
The paragraph dialog box is now displayed:
As you can see from the screenshot, the alignment is already shown as ‘Justified’ because we set it in the first dialog box along with the font and font size.
Indentation – leave the Left and Right settings at zero, but under ‘Special’, click the small blue arrow [as shown above]. Now select the ‘First line’ option from the drop-down menu. For By: type or select an indent width for the first line of the paragraph.
Check the preview pane to see how the first line indent appears.
Spacing – ensure that ‘Before’ and ‘After’ are both set to zero. These numbers control the blank spaces inserted before and after each paragraph.
Finally, make sure that the ‘Line spacing’ is set to ‘Single’. When you are satisfied, click the ‘OK’ button.
If you are using Word 2003, 2007, 2010, 2013 or 2016, any text already using the ‘Normal’ style will be automatically updated to the new settings..
In earlier versions of Word you may have to manually update the text using the modified style.
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These same techniques can be used to edit any of the Word Styles, not just ‘Normal’.