Applying Formatting Styles

The Acquisitions Editor should have spoken to you about the expectation that when you submit a chapter, it should be formatted with Wiley styles, specific to the template. As you write, you’ll use a variety of different formats to convey your content: regular text, headings, programming code, bulleted and numbered lists, figure captions, and so on. Each of these different types of text has its own format in the finished book. (It’s important to understand, however, that the template is NOT wysiwig; what you see is not what you get; to see what you get in the finished book design if you apply a certain style, refer to your design pdf.) To help with the layout process, each paragraph has a tag that identifies what kind of text it is. In Microsoft Word, these tags are called styles, and a specific list of styles is built into each of Wiley’s Word templates.

Which styles you use varies depending on which series you are writing in, but some of the more basic ones are constant. Regular text is styled as Para; headings are styled as Heading 1, Heading 2, Heading 3, or Heading 4; bullet list items are styled as ListBulleted, and numbered list items are styled as ListNumbered (are you noticing a theme here?). (Numbered lists are used to represent items that need to be in sequential order. Bulleted lists are used when no specific order is required.) Note that the style of a paragraph affects the font, point size, and color of the text, as well as the space above and below each paragraph.

This document explains how to make sure you can see which styles are applied to your paragraph (using the Style Area Width) and how to then apply whatever style you need to the text or list. You will find instructions here for Office Vista. First, however, some basic guidelines about styles and where to find out what styles you should be using in your chapters.

How Do I Know Which Styles to Apply?

After you install the template and the Tech Toolbar add-in, you’re ready start writing. Some authors prefer to format as they write, others get all the information into the Word document and then go back and apply styles. Either way, when you’re ready to format your text, you need to know which styles to apply. You must know what you want your text to look like; a heading? A bulleted list? A step in a numbered list? A note or warning? Regular text? A sidebar? Code? A figure caption? Once you have defined intent, it’s easy to figure out how to style it. Consult the design PDF (often referred to as “bubble sheet”) for your series. That PDF document has a laid-out chapter with all the elements you can use in it, each labeled with the style name for that element. So, if you want to format some text in your chapter as a bulleted list, you find a bulleted list in your design PDF, see what the bubble pointing to it says (“ListBulleted”), select the appropriate text in your chapter, and choose that style from the options. The following section details how to do that in Office 2007.

If you can’t find a style that corresponds to an element you want to use, don’t create a new style or alter the template in any way. Changing the template causes errors in the layout process, which will delay the release of your book. Instead, contact your PjE; he or she will suggest an existing style to use, or will help you come up with a different way to present the content.

Other documents you will find useful when formatting paragraph styles are:

  • The sample Word document shows you what style each type of paragraph should have (the series guidelines explain the usage, the sample shows it).
  • The Style Map document located in the user manual lists all the styles available for your series and their function. If you are not a visual person, you might prefer this document to the design PDF.

Your PjE will evaluate your sample chapter for correct use of the styles, and will provide coaching, but keep in mind, applying styles is your responsibility. If, after appropriate coaching, the chapters are styled incorrectly, the PjE may choose to return the chapters to you to be done correctly. The list of styles can be confusing at first, but with a little practice, the system is easy to use.

Displaying the Style Area

After you've attached the correct template to your chapter (as described in the Using the Wiley SD Template), you need to display Word's style area. The style for each paragraph is listed in the style area to the left of the document.

To show the style area in Office 2007, follow these steps:

  1. From the View tab on the Ribbon, select the Draft button from the Document Views group (see Figure 1). Alternatively, you can select the Draft button on the status bar (see Figure 2)
  2. Figure 1: Selecting Draft view from the Ribbon

    Figure 1: Selecting Draft view from the Ribbon.

    Figure 2: Another way to select Draft view

    Figure 2: Another way to select Draft view.

  3. From the Office menu (the round Office logo at the top of the Word window) select the Word Options button at the bottom of the menu that opens.
  4. Scroll down the Word Options dialog until you see the Display group of options. In the Style area pane width in Draft and Outline views text box, enter any number and click OK (see Figure 3).
  5. Figure 3: Setting the initial width of the style area

    Figure 3: Setting the initial width of the style area.

With the style area displayed as shown in Figure 4, you can drag the separator bar between the style area and the document so the style area is a convenient width.

Figure 4: The Word window with the style area displayed

Figure 4: The Word window with the style area displayed.

If you are working in Office 2003, you display style area width by Select Tools, Options. The Options dialog box opens, and the View tab is selected by default. Set the "Style area width" setting to a number between 0.7 and 1.0 inches. This will enable you to see the style tags clearly in the left margin.

Changing Paragraph Styles in Office 2007

To change the style of a paragraph, simply place your cursor somewhere in the paragraph and select the new style. You don't need to select the text; just placing the cursor in the paragraph is enough.

The following are two easy ways to select a new style:

  1. From the Add-ins tab on the Ribbon which is displayed after a Wiley template is attached to your document (refer to Figure 4), select the appropriate style for the paragraph.
  2. Add the Style selector dropdown to your Quick Access toolbar and select the appropriate style from that list.
    1. Click the down arrow on the right of the Quick Access toolbar and select the More Commands… option (see Figure 5).
    Figure 5: Customizing the Quick Access toolbar

    Figure 5: Customizing the Quick Access toolbar.

    1. From the Word Options dialog, select Style from the left-hand list and click the Add button, then click OK (see Figure 6).
    Figure 6: Adding the Style dropdown list to the Quick Access toolbar

    Figure 6: Adding the Style dropdown list to the Quick Access toolbar.

    1. The Style dropdown now appears on the Quick Access toolbar (see Figure 7).
    Figure 7: The Style dropdown list on the Quick Access toolbar

    Figure 7: The Style dropdown list on the Quick Access toolbar.

For best results, select the style as you begin to type each paragraph. The styles are designed so that when you finish a paragraph and hit the return key, the most likely style for the next paragraph is automatically selected. For example, heading paragraphs are automatically followed by a Para (or regular) paragraph.