If you're a professional proofreader or copyeditor, you probably already think Word's styles function is one of its best functions. Styles save us so much time!
We used to be able to grab styles from one project and use them in another (by creating Style Sets) and that was a huge time-saver.
I was sorry to lose Style Sets when I upgraded to Office 365 (for PC).
I used to create styles for a particular client, save them as a Style Set, and open them in other files as and when I needed them.
This came in handy in three situations:
There is a solution for those who are editing or proofreading on a PC using Word 2016. It's a little long-winded compared with the old method, but it does the job.
Either read and follow steps 1–10 below, or watch a short video in which I walk you through the process.
1. Open up the document you want to import styles from and save it as a .dotx (template). Close this file. Consider naming your new template such that it’s easily identifiable in the future (e.g. PublisherXStyles.dotx or AuthorNameStyles.dotx). I like to keep my style templates in a distinct folder for ease of access.
2. Now open the document you want to import styles into.
3. Make sure the Developer tab is available on your ribbon. To do this, open Word. Choose File, Options, Customize Ribbon. Ensure that Developer is checked. Click OK.
4. Click on the Developer tab.
5. Select Document Template.
6. Click on the Organizer button.
7. Select the Close File button.
8. Now the button has changed to Open File. Click on it and browse for the template you want to import styles from.
9. After you’ve selected your file, it will show up in the Styles available in: box. In the window above, you’ll see a list of all the styles available for import (use the toolbar to scroll up and down if you can’t find what you want). Now click on the style you want to import and press the Copy button.
If you want to copy a group of styles next to each other, use Shift-click to select. If you want to copy several styles that are not next to each other, use Ctrl-click to select.
Bingo – your new styles will show up in the left-hand window of the Organizer box.
10. Close the Organizer pane and head over to the Home tab on the ribbon. Your imported styles will now show up in the Styles pane.
Louise Harnby is a fiction copyeditor and proofreader who specializes in helping self-publishing writers prepare their novels for market.
She is the author of several books on business planning and marketing for editors, and runs online courses from within the Craft Your Editorial Fingerprint series. She is also an Advanced Professional Member of the Society for Editors and Proofreaders. Louise loves books, coffee and craft gin, though not always in that order.
Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.
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