Word: Display styles for each paragraphMay 19, 2010
Do you want to see at a glance what style is assigned to a paragraph in your Word document? You probably know that you can click in the paragraph and check the styles pane to see which style is highlighted, but that’s a tedious process and gets old very quickly on a 100+ page document — or with a list of styles that is too long to see without scrolling.
There’s a better way — switch to Draft view (Word 2007, 2010) or Normal view (Word 2003), and set the Style area to 2.5 cm (1 inch) or more to see all the styles used for the body text. (Unfortunately, table styles never show, but you can see all the others — you’ll just have to check your table styles the slow way.)
Here’s how in detail… (Click the images to see them in full size.)
Step 1: Change your Word settings to display the Style area
- Go to Tools > Options on the menu.
- On the View tab, set the Style area width to 2.5 cm (or 1 inch if your units are inches). This width is usually enough, but after you’ve tried it out, you can always change the width to make it smaller or larger.
- Click OK.
- Word 2007: Click the Office button (top left corner), then Word Options. Word 2010: Select the File tab, then Options.
- Click Advanced.
- Go to the Display section.
- Check your Show measurement in units at value (e.g. Centimeters, Inches).
- In the Style area pane width… field, enter 2.5 if your measurement units are Centimeters or 1 if your units are inches. This width is usually enough, but after you’ve tried it out, you can always change the width to make it smaller or larger.
- Click OK.
Step 2: Change your view of the document
Change the view from Print Layout to Normal by clicking the icon in the bottom left of the window. Word 2007, 2010:
Change the view from Print to Draft by clicking the icon in the bottom right of the window.
Step 3: View the styles and change them, as required
When you set the style area width and change your view to Normal (Word 2003) or Draft (Word 2007, 2010), your document will have an area on the left that shows the paragraph styles used for each paragraph (see the arrows in the screen shot below). Character and table styles are not shown.
In the example above, you can see that Body Text (yellow) has been used for a bulleted list, whereas a similar bullet list (pink) uses the Bullet 1 style. If I was working on this document, I’d change those Body Text bullets to the Bullet 1 style.
Likewise, a Bullet 1 style has been used for a standard paragraph (blue) — I’d change that too.
The quickest way to change the style is to display the Styles pane, click in the paragraph that needs changing (or select multiple paragraphs), then click on the style you want it to use.