Do you find formatting Word documents to be frustrating and time-consuming? Are you spending too much time adjusting text because you can’t see an option that will do what you need? Don’t understand why the Home tab style gallery doesn’t match what your designer promised?
I see you nodding, and I have good news for you. There is an easy way to customise Word’s style gallery with a few mouse clicks. You can show only the heavily-used ones or include every option you’ll need in the document. Finally, you can adjust the order they appear with one click via the Style Pane Options menu.
Customising inbuilt styles and creating your own are the key to fast formatting. Quick access and one mouse click to apply also makes all the difference. So, the gallery on the Home tab is the answer.
Five quick facts about the Style Gallery
- The style gallery won’t update as a matter of course but requires manual interaction. It takes only two clicks to add or remove options via the Style Pane.
- Not every template creator will customise the gallery to suit the document, but most users assume that it displays all options available for use.
- Change the order the styles appear via the Style Pane Options. Choices include alphabetical, as recommended, font, based on, and by type.
- Save the options in the gallery as a Style Set to use again in new documents.
- It’s possible to add styles as a drop-down menu to the Quick Access Toolbar. You’ll find this toolbar at the top of the programme window for easy access.
Customising the Style Gallery
Stop the frustration and update the gallery for each template. Add in the missing styles and remove any options that aren’t required. This gallery will be the default for every document created from that template.
- On the Home tab, click the Styles Dialog Box Launcher at the bottom of the style gallery (or use the shortcut Alt + Ctrl + Shift + S)
- Click the arrow at the end of each name and select Add to Style Gallery
- Click the arrow at the end of each name and select Remove from Style Gallery
Adjust the display order
To change the order that the styles display in, update the setting via the Styles Pane options.
- Click the Options button on the bottom right of the Styles pane
- Under Select how list is sorted, click the arrow
- Choose one of the options – alphabetical, as recommended, font, based on, by type
- Click OK
Now you’ve finished customising the style gallery, don’t forget to save the file. Be sure to make all templates a DOTX file.
All future documents created from that template will now have the updated gallery and show all the styles required for fast formatting.
Need help saving a template file? Head over to Microsoft Support for step-by-step instructions.