This is How to Copy Styles Between MS Word Documents for Your Procedure Manual
Copying Styles between MS Word documents is quick and relatively easy.
Fast Reference Steps – Quick Summary
- Open a new document
- Open Styles Box (SHIFT + CTRL + ALT + S keys)
- Click Manage Styles button
- Click Import/Export
- Close Normal template
- Open file where you want to copy style from
- Copy over style
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Need more Detail? Refer below to Copy Styles Between Word Documents
Copying Styles between MS Word documents can be a bit tricky. If you don’t copy styles between documents and simply copy the text from file to file, you will run into problems and before you know it won’t be in a happy place.
Read below to Copy Styles Between MS Word Documents.
Table of Contents
Need More Detail? Then Try These Steps
Step 1: Open Styles Box
Open a blank document in MS Word.
Open the Styles Box – click the little symbol thingy or press the 4 buttons.
See below – click the image to enlarge.
Step 2: Import File
The click the Manage Styles Button.
Then click Import/Export.
See below – click the image to enlarge.
Step 3: Close the Normal Template File
Click the close file button to close the Normal template file.
You will be opening the file you want to copy the style from instead.
See below – click the image to enlarge.
Step 4: Open File
Then click the Open File button and browse to the file you want to copy the style from.
See below – click the image to enlarge.
Step 5: Copy styles between files
Then you can copy across the styles between your files.
See below – click the image to enlarge.
Step 6: Styles Copied Over
The Styles will then appear in the Styles Box.
See below – click the image to enlarge.
Need More Help?
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Summary
Basically all you are doing is opening the file you want to copy the style into and the file you want to copy it from.
Then use the copy over tool to copy between files.
Speak Your Mind
Have a question or think we missed something? Maybe you’ve tried copying styles in MS Word and have a helpful tip or a unique experience to share. Whatever it is, we want to hear from you!
Leave a comment below to share your insights or ask for clarification. Your feedback could help others navigate their challenges – and we’re always looking for ways to improve our guides.
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Frequently Asked Questions
Is it possible to copy styles from one MS Word document to another?
Yes, you can copy styles from one document to another, but you should not just copy and paste. Use the process outlined above for the best results.
Can I just copy and paste styles between MS Word documents?
You can, but the results may be inconsistent. It is best to follow the correct process to copy styles between documents.
What happens if I don’t copy styles correctly?
If styles aren’t copied correctly, your formatting may become inconsistent, leading to mismatched fonts, spacing, and headings in your document. This can create unnecessary frustration and extra work.
Can I use this method to copy styles to multiple documents?
Yes, once you have the desired styles in one document, you can repeat the process to import them into other documents. This is especially useful for creating a consistent style across multiple files.
Does copying styles affect the original document?
No, the original document remains unchanged. Copying styles is a non-destructive process and only updates the destination file with the selected styles.
Can I copy styles from older versions of MS Word to newer ones?
Yes, you can copy styles between different versions of MS Word. However, some formatting features may not translate perfectly if the styles rely on deprecated features.
What should I do if the style I copied doesn’t appear in the Styles Box?
Ensure you’ve copied the correct style and that the Styles Box is set to show “All Styles.” If it still doesn’t appear, double-check the source file and repeat the process.
Can I undo a style copy if I make a mistake?
Yes, you can undo a style copy using the undo command (CTRL + Z) immediately after copying, or manually remove the style from the Styles Box in the destination document.
Why should I copy styles instead of manually creating them in each document?
Copying styles saves time and ensures consistency across your documents. It eliminates the need to manually adjust settings, reducing the chance of errors.
Can I copy styles between documents with different layouts?
Yes, you can copy styles between documents with different layouts. However, ensure that the style definitions (such as margins and font sizes) are compatible with the new layout to avoid unexpected formatting issues.
What are some common issues when copying styles between documents?
Common issues include missing styles, unexpected formatting changes, or the copied styles not applying correctly. These problems often arise when the destination document has conflicting styles or the Styles Box is not set to show all styles.
Can I save my styles for future use in multiple projects?
Absolutely! You can save your styles as part of a custom template. By creating a new template with your preferred styles, you can reuse them in any future document, ensuring consistency and saving time.
Export style ctrl + alt+ shift + s has NO Manage function
Hi Debra, the ctrl + alt+ shift + s pops up the Style Box. The icon down the bottom with the large uppercase A and the green tick is the Manage Styles box. If yours is different – let us know! Thanks again.
This doesnt add up:
Step 3: Open the Organizer
In the Styles pane, click on the “Options” link at the bottom. Select “Load/Remove Styles” from the dropdown menu. The “Organizer” dialog box will appear.
No “Load/Remove Styles”
Instead there are 2 drop down boxeds with other names. None of them works for this.
Thanks for picking that up Debra. Yes – the steps in the FAQ’s were not quite correct. Now it has been fixed. Thanks again!
Luv Ya!
Thanks for taking the time for this detailed explanations of this procedure. 10/10.
This procedure doesn’t work to copy into an existing document. It only seems to work to copy them into a blank document. When I start with an existing document, I can only copy the styles “out”. But even that doesn’t seem to work if I reverse the process (open the “new styles” file first, then my existing document). (That is stuff that I have formatted with a style that is different between the two, does not change).
I have found you can do this to overwrite the files in any document – at Step 5: Copy styles between files – it will ask you to overwrite the styles. Is this happening for you as I have had no problem copying styles between any type of Word document and have done it many times.