h1

Word: Set the Styles that users see in a template

August 12, 2009

Even if your template has lots of styles, you can specify just the ones you want the users of that template to see.

Word 2003

  1. Open the template in edit mode (right-click on the *.dot file and select Open).
  2. Display the Styles and Formatting task pane (Format > Styles and Formatting).
  3. At the bottom of the task pane, select Custom… from the Show drop-down list.

    Select Custom from the Styles and Formatting task pane

    Select Custom from the Styles and Formatting task pane

  4. On the Format Settings dialog box, clear the check boxes of the styles you don’t want to show, and select the check boxes of the styles you want the users to see.

    Format Settings dialog box

    Format Settings dialog box

  5. Click OK.

Note: This won’t prevent a savvy user from seeing the other styles if they access the Custom option and change the settings on the Format Settings dialog, but the average user won’t know they can do this and will assume that the styles you’ve set in the template are the only ones available to them.

Word 2007

  1. Open the template in edit mode (right-click on the *.dotx file and select Open).
  2. On the Home tab, go to the Styles group and click the Dialog Launcher Dialog launcher to display the Styles pane.
  3. Click the Manage Styles icon at the bottom of the Styles pane to display the Manage Styles dialog box.
    Manage Styles button

    Manage Styles button

    Manage Styles dialog box

    Manage Styles dialog box

  4. Go to the Recommend tab.
  5. Click Select All.
  6. Click Hide.
  7. Now, select each style you want to show then click Show for each one. (Hint: Click and drag down the list to select a contiguous range of styles; Note: Some styles used for themes and tables [e.g. Light Shading] are always set to show even though they won’t appear in your modified Styles list.)

    Recommend tab

    Recommend tab

  8. Click OK. Only the styles you selected are now listed in the Styles pane AND the Styles group on the Home tab.
    Only the selected styles display in the list of styles

    Only the selected styles display in the list of styles

    Only the styles you selected are listed

    Only the styles you selected are listed

Again, a savvy user could turn on the hidden styles, but the average user won’t know how.

[Thanks to David G for helping me figure out the Word 2007 steps.]

4 comments

  1. I’ve tested your instructions for Word 2007, and it mostly works as described:

    * I can change the list to include only the built-in and user-defined styles I’ve selected.

    * I can change the Styles area to include only the BUILT-IN styles I’ve selected, but I can’t get any USER-DEFINED styles to show up in the Styles area. (I’ve tried with .doc, .docx, .dot, and .dotx files.)

    Is that your experience, too?
    If not, what might I be missing?

    Thanks for your help!


  2. On this page (https://cybertext.wordpress.com/2009/08/12/word-set-the-styles-that-users-see-in-a-template/), Word 2007 step 3: I am quite frustrated with this. The thing is the Styles page is so bloody long I cannot get to the bottom that has the Manage Styles button.

    And at another expert’s website, he thinks we should define a style for every little thing. That would make this thing that much worse.


  3. […] To show the Manage Styles button, follow the first three steps in theWord 2007 section of this blog post: https://cybertext.wordpress.com/2009/08/12/word-set-the-styles-that-users-see-in-a-template/ […]


  4. You can open the ‘Organizer’ for styles & macros in 4 different ways as follows:
    1) Developer tab -> “Macros” (under ‘Code’ block) -> ‘Organizer’ button OR
    2) Developer tab -> “Document Template” (under ‘Templates’ block) -> “Templates and Add-ins” dialogbox -> ‘Organizer’ button OR
    3) Home tab / ribbon -> expand the ‘Style’ block (by clicking on little box at the bottom-right of ‘Styles’) -> ‘Manage Style’ icon/button -> ‘Impot/Export’ button OR
    4) Word Options -> Add-Ins -> (at the bottom, under) ‘Manage’ (drop-down & select) ‘Template’ -> click ‘Go’ -> “Templates and Add-ins” dialogbox -> ‘Organizer’ button.

    HTH
    Eddie



Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out / Change )

Twitter picture

You are commenting using your Twitter account. Log Out / Change )

Facebook photo

You are commenting using your Facebook account. Log Out / Change )

Google+ photo

You are commenting using your Google+ account. Log Out / Change )

Connecting to %s

%d bloggers like this: