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Office challenge: How do you copy a style from one file to another?

Here's the solution to last week's challenge on displaying an icon's shortcut keys. This week, we're testing your formatting expertise.
Creating a formatting style can be hard work. Once you have it just right, you don't want to waste time re-creating it in another file. How can you copy a style from one file to another?

Last week we asked…

How can you discern an icon's keyboard shortcut? ThumbsUp2 and Darryl both responded quickly with the answer I was looking for:

  1. Choose Customize from the Tools menu.
  2. Click the Options tab.
  3. Check the Show ScreenTips On Toolbars and Show Shortcut Keys in ScreenTips options in the Other section.

Office 2007 applications refer to ScreenTips as KeyTips. To display them, simply press [Alt]. Then, to execute the KeyTip, hold down [Alt] and press the appropriate key.

About

Susan Sales Harkins is an IT consultant, specializing in desktop solutions. Previously, she was editor in chief for The Cobb Group, the world's largest publisher of technical journals.

14 comments
loribeck
loribeck

in Word 2010, make your styles, click on "Change Styles", click on "Styles Set", save as a quick style set with a name you will remember. Then open a new document and click on "change Styles", click on "Styles Set" and select your style. In versions before 2010, create your styles, go to draft version, open "style area pane" click on any style shown, open organizer, select all styles on the left side and copy to normal.dot. Open a new document do same except copy from right to left.

Hoosier Girl
Hoosier Girl

In Word 2007, modify your QAT bar and add the Organizer icon (green Book). Then click close file, open file, and choose all files. Navigate to the document with the correct style. Locate the good style on the Organizer right panel and click COPY to move it to your open document. Answer Yes to the prompt to overwrite.

petesgrille33
petesgrille33

yes, importing or copying styles into an existing document can work, but this trick doesn't necessarily "rid" your document of existing styles. you have to be careful working forward after importing the new styles. for example, you may want a new "body" style from document B to replace "normal" style in doc a. When you import "body" it does not REPLACE "normal," but only joins the massive and unwieldy style library. at times like these, you have to harness your document as much as possible to make sure unwanted styles don't creep into your document. 1. make sure you appropriately define the "followed by" style of each preferred style. ex: per example above, if you have "body" followed by "normal," then "normal" will enter your document at each new paragraph. you need to make sure "body" is followed by "body" by modifying the properties of body. 2. lock, restrict, and "never show" unwanted styles. i highly recommend you lock styles that you don't want in your document, to avoid their entrance from cut/paste or "followed by." some styles can't be locked or deleted (Normal, paragraph, etc). This is unfortunate. For these pesky ones, make sure you hide them by using the style manager. also make sure you "restrict to permitted styles." so yes- you can copy styles into a document, but sometimes this just creates more work rather than less. somewhat like too many cooks in the kitchen. if it's a large document that will be continually edited, i recommend creating a template with locked styles, pasting the source text unformatted, and breezing through a quick manual format. a bit longer in the short-run but avoids huge headaches in the long run.

pctrain
pctrain

In Word 2007, open the Styles Dialog Box in the document whose styles you want to copy. I can't remember how to do it in Office 2003 but it's there somewhere. At the bottom, click "Manage Styles" (a little icon). The Manage Styles windows opens, click Import/Export. Click the styles you want and copy them to "Normal". Then open the new document, do the same thing and copy the styles from Normal to your new document. Regards, Sharon

damatt
damatt

It's very simple. In Office 2007 and I'm sure in 2010, you just right-click on any style and choose Modify. Then give the style a new name, set all of the formatting options for it, and most importantly check the check box for Add to Quick Style list and choose the radio button for "New documents based on this template". That's it!

neeraj.g
neeraj.g

Go to "Manage Styles" --> Import / Export, Style Tab Here you can select the files and copy all styles or specific style and transfer from one file to another. Regards,

t3sos
t3sos

Word will copy the Style automatically when you copy and paste the full paragraph into another Word document. The only way to avoid it is to "paste special" to Unformatted text.

Darryl~
Darryl~

1) On the Tools menu, click Templates and Add-Ins. 2) Click Organizer, and then click the Styles tab. 3) Click Close File to close the open Document. Then click Open File, and open the file you want. 4) Click the items you want to copy in either list, and then click Copy. edited to try & get rid of the < in document...?

nzimmerman67
nzimmerman67

Simply open both files and use the style organizer to copy the style(s) from doc A to doc B

vosa
vosa

When in a document you want copy new styles to, click Tools/Templates and Add-ins, and choose Organizer. In a left pane, there are styles used in the opened document. Under right pane, click Close file button, which changes to Open file. Click it and open a document containing desired styles. Then you can copy selected styles from rigt pane to the left one. Close dialog window. Then, if you click Format/Styles and Formatting, you will see all these styles and can easily use them.

SObaldrick
SObaldrick

when you copy text of a style that already exists in a document the existing style will override the copied style. PowerPoint does not seem to use styles with text. Styles in Excel apply to cells in a table, not just to text. I cannot find a styles organizer in either PowerPoint of Excel. This is supposed to be the only way to be sure of overwriting an existing style. Even then half the time I can't get it to work. Les.

vinod.vasan
vinod.vasan

Word and Powerpoint: Use Ctrl + Shft + C to copy, Use Ctrl + Shft + V to paste (You can also use the format painter on the top menu - paint brush icon) Excel: Use the format painter on the top menu (Not aware of shortcuts) Also, this works within the applications in Office 2003. Not sure how to copy styles from Word to Powerpoint. One can copy text along with the style using a simple copy paste command, and / or selecting paste special > rich text.

SObaldrick
SObaldrick

That much of the time this doesn't work. If the style already exists, for example, copying the same style name from a document to yours has no effect. I find myself having to rename the style first in the open document, and then copy the new style, set the renamed style text to the style that I want and then delete the renamed style. Les.

slbl58
slbl58

you need to delete the entire style list in the organizer from doc b then copy all the styles from doc a into doc b. this style list should already include all available styles from the normal.dot template that are listed in doc a as well as user-modified and -created styles.

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