Instead of manually applying a paragraph style to each paragraph via Word’s menus or style list, you can use the eXtyles Style Paragraphs function to apply a set of styles from your template’s paragraph styles to the document. The efficient style palette used in eXtyles lets you quickly and easily apply the correct styles to each individual paragraph. Each of your organization’s paragraph styles is mapped to the eXtyles style palette, where it appears as a button. You can quickly traverse the document and confirm or change the style of each paragraph using the convenient “Undo,” “Next,” and “Previous” buttons.
Select Style Paragraphs from the eXtyles menu. Styles in the eXtyles style palette are divided into multiple groups, which may be customized to fit your organization’s styles. The tabs on a style palette in eXtyles might includes the following:
Front: covering front matter paragraphs
Body: covering paragraphs in the body of the document
When the style palette appears, select the desired tab and begin traversing the document, clicking the desired button to apply a style to the selected paragraph, or clicking “Next” to advance to the next paragraph without changing the style of the selected paragraph.
The selected paragraph is highlighted in its entirety. After you click a style button to apply a style to paragraph, the highlight advances automatically to the next paragraph.
You can also press the designated hot key—indicated by an underscored letter or number in the button’s label—rather than clicking with the mouse. For example, you can press the “x” key on the keyboard instead of clicking “Next.”
Skip to next unique paragraph
Hold Shift+X to skip all paragraphs tagged with the current paragraph’s style, stopping at the next new paragraph style.
Use the following buttons at the bottom of the style palette to traverse the document:
Move to and select the next paragraph
Move to and select the previous paragraph
Remove the selected paragraph from the document and advance to the next paragraph
Undo the last operation
The “Undo” history is cleared when you click into the Word document or close the palette, so take care when moving in and out of the palette.
Merge the selected paragraph with the previous one (the carriage return between them is replaced with a space). Use this function to merge an unwanted heading into the paragraph following it, for instance, or if two paragraphs are separate but should be one.
Insert a return after the first sentence of the paragraph, creating two paragraphs from one.
This feature is designed primarily to allow faster formatting of run-in heads. The new paragraph will be created after the first period, colon, question mark, hyphen, or en dash that is followed by a space, or an em dash (in this case, regardless of a following space). To format a two-sentence head, select “New pgraf,” apply the correct style for the heading, select “New pgraf” again, and then select “With prev.” If a paragraph does not have more than one sentence, selecting “New pgraf” will not do anything.
Within the style palette, you can use the Tab and Shift+Tab keys on the keyboard to switch between the different style tabs on the palette. The Esc key will close the palette.
Also, within the palette the Shift key will change the behavior of certain functions. For example, if you hold Shift while clicking “Next” or typing the hotkey “X,” eXtyles will skip all paragraphs tagged with the current paragraph’s style, stopping at the next new paragraph style. If you hold Shift while clicking the table body style for your configuration, eXtyles will apply the table body style to the rest of the table.
The style palette closes automatically after the document is completely styled. If you need to close the palette in the middle of processing, click the X box in the upper-right corner, or press Esc. You can reopen the palette at any time, and styling will continue with the paragraph where the cursor is currently located.
After you style a document, you can easily navigate through it by jumping from heading to heading using Word’s Document Map feature. To use Word’s Document Map feature, check the box in View > Navigation Pane.
Styling by hand
You can also use the Word paragraph style menu as usual if you are applying a paragraph style to just a few paragraphs. If you use this method, please keep these points in mind:
The name on the eXtyles Paragraph Style palette is not necessarily the same as the name of the actual Word style. Be sure to use the correct Word paragraph style.
Word has a bug (Microsoft calls it a “feature”) in which italic or bold markup or Symbol font changes in the middle of a paragraph may be lost when styles are applied from the Word Paragraph Style menu or ribbon. This problem is especially nasty in genetics papers, in which a gene may inadvertently be turned into a protein as a result. If you use this method of styling, be sure to proof the paragraph carefully. Using the eXtyles style palette avoids this bug in Word.