(Note: this post was originally published July 16, 2015.)
I had a good conversation with Sam Glover on the Lawyerist podcast
recently about stuff I wish lawyers knew about Microsoft Office. It was a chance to say some things about how well (read: badly) many law offices use Microsoft Office.
One of those items on my ideal law firm training agenda was Styles. Sam and I are pretty much in agreement on why Styles is an essential Word skill. It’s so baked in, you can’t possible NOT use Styles, but very few Word users in my experience really use that feature well.
That part of the conversation was going pretty well. Then, at around the 13:08 mark, Sam asked me, “What’s the number one reason that lawyers ought to use Styles?”
And I froze. Then I mumbled something about getting all your level-three headings to update all at once.
So, because I can do a do-over on my own blog, here are six reasons I think you really ought to up your Styles game sooner than later.
1. Modify one, update all
Okay, my point about updating all your level-three headings at once wasn’t a complete waste of time. What I meant was this: if you’ve used a Style to format a heading (or a paragraph or a numbering scheme or … whatever), rather than using direct formatting (where you painstakingly apply all the formatting to every bit of text individually), you can re-format whole swaths of text merely by updating the Style.
You want to change the font on everything, including the footnotes and headers and footers, all at once? Right-click on the Normal Style on the Home tab and hit “Modify”, then change the font in the drop-down on that dialog box. And it all updates across the document. Like magic!
2. Build a Table of Contents … painlessly
Do you want to put a table of contents in your documents? Start your document right by using Heading 1, Heading 2, Heading 3, etc., as subheads for your document.
Then, when you’re ready to insert a Table of Contents, go to the References tab, and hit Table of Contents on the far right. The two automatic tables are already set up to use the Heading Styles to define the TOC outline. But if you want to define your own, you can go all the way down to Insert Table of Contents, then click Options in the Table of Contents dialog box and pick whichever Styles you want to appear in it. Even Styles you added to Word’s list are available.
3. Make that Table of Contents clickable
Once you build that Table of Contents, hover your mouse over one of the entries. See that notice pop up? That tells you that, if you hold down your Control key and click, you’ll be taken directly to that heading.
What’s even cooler is (depending on what method/software you use) that feature carries across to pdfs you create based on that document. Convenient!
4. Navigate through long documents using the Navigation pane
Another benefit of using the Heading Styles: If you pop up the Navigation pane on the left (available from the View tab), you can use those headings to navigate through the document, rather than endlessly scrolling up and down.
5. Drag-and-drop blocks of text within your document
Within that same Navigation pane, you can use that same Style-driven organization to drag entire sections around. If you decide want to move subsection 3.2.1 up a level, you don’t have to scroll down, select the text with your mouse, blah, blah, blah. Just take your mouse over to the Navigation pane and move that bad boy where it needs to be. How simple is that?
6. Make numbered headings both painless and self-updating
You can bake self-updating numbering into headings. You combine that with being able to use the Navigation Pane to move an entire section of your document somewhere else and having the Table of Contents update itself and … well, you become unstoppable.
So, here’s my plea: Make it your goal to at least start using the Heading Styles this year. Learn how to modify them to fit your document (Sam’s right, that blue crap Microsoft forces down everyone’s throat is awful). Start playing with the above possibilities. I think you’ll find your documents become more editable and useful and re-useable and just plain function better.
(Oh, and be sure to click here to go over and listen to the podcast.)
Want to learn more about Styles?
What you've learned here is just a small part of my Lawyer's Guide to Microsoft Word Styles course, where you can learn how to leverage the power of Styles to control document formatting and structure and to make global document changes with just a few clicks. Click here for more information.