How create Multiple Word Style Galleries

whburling · #1 02-07-2023, 04:03 PM

I want to create multiple Galleries, not change or add to existing default style gallery.

Guessed · #2 02-07-2023, 05:52 PM

To have a method of changing the styles listed in the Quick Styles Gallery you would need to set up a series of templates and either:
1. Choose a template to attach and then refresh the styles from the template or
2. Save each template as New Style Set (on the Design Tab) and then choose that style set to apply to the document.

In either option, you are effectively importing styles from the external file in order to get a new set of style definitions which includes what you wanted to see in the list of styles and quick styles.

Charles Kenyon · #3 02-07-2023, 05:55 PM

Quote:

Originally Posted by whburling

I want to create multiple Galleries, not change or add to existing default style gallery.

This is not a choice in Word, not in any version.

Which version of Word are you using?

However, [Quick] Style Sets can be used to change the formatting of the styles that appear in the [Quick] Styles Gallery on the Home tab.

QuickStyleSetDropdown.png

Here is a a screenshot from my Quick Style Sets Sampler document that lets you see what all of the Quick Style Sets look like. It contains the twenty-five styles that are in the distributed Quick Style Sets.

Attachment 18975

Also, consider saving and using templates that have their own styles (modified built-in styles and/or custom styles).

Very few of the available and active styles appear in the [Quick] Styles Gallery. Word has more than one-hundred built-in styles.

While the [Quick] Style Sets distributed with Word have a specific set of 25 styles, you can put as many as you wish in a custom [Quick] Style Set. They do need to be in the [Quick] Styles Gallery when you create a Style Set and will be in that Gallery when you use such a style set in a new document. This can get cluttered.

You can also use the Organizer to copy any styles from one document/template to another. You can do this with a macro if you want. See my page A Global StyleSheet in Microsoft Word?

Become familiar with the Styles Pane and Apply Styles dialog.

Stefan Blom · #4 02-07-2023, 05:57 PM

The style gallery is nothing less and nothing more than the set of styles shown in the Styles group on the Home tab. Switching style sets will replace the current one in a document.

To have multiple, "pre-populated" style sets, you'll need to set up multiple templates, as Andrew has already suggested.

spillerbd · #5 02-07-2023, 08:08 PM

You can create Custom Themes and Custom Style Sets. The Styles shown in the Style Gallery can be a Custom Style Set.
I believe you want to Understand Themes and the Style Sets you'll find on the Design Ribbon. Also how the Colors and Fonts can affect your document from the Design Ribbon. Most people do not understand that is where the default font/typeface is/can be selected. The default Font for Styles can be changed in the Style itself, but that would defeat the function of the Design Tab.
The Style Sets there also show how easily a document can be changed.
A Custom Style Style set. If you go through creating (you would really Copy and Modify) a custom Style Set, you first find that Word will create a new Document Template to store the set! Take note of the default folder.
You can add more styles to the Gallery from the Style Set, but you need to make sure you add to the Current Document and New Documents Based on This Template to ensure consistent behavior.
Add Styles to a Style Set? That would be super special rare case considering all the predefined styles that already exist.
There is a Macro at StackOverflow that can list most the styles in the Current Style Set and the parameters. The macro as published, excludes List and Table styles.

Charles Kenyon · #6 02-07-2023, 08:34 PM

Quote:

Originally Posted by spillerbd

Y***
There is a Macro at StackOverflow that can list most the styles in the Current Style Set and the parameters. The macro as published, excludes List and Table styles.

That macro is nice, but it does not give you the descriptions of styles in a [Quick] Style Set. It gives all paragraph and character styles in a document. That is far more than are in the Quick Style Set. Only the styles set to display in the Quick Styles Gallery on the Home tab are part of a Quick Style Set. I use the braces usually when talking about these to emphasize that it is about a small set of the styles in a Word document.

Here is a modified version of Jessica Weissman's macro that reports only styles that are in or can be in a Quick Style Set. That is, those that are Quick Styles.

Code:

Sub describeAllQuickStyles()
    '  by Jessica Weissman 2012-12-05
    '  https://stackoverflow.com/questions/13706753/how-can-i-export-style-names-and-definitions-from-ms-word-2010-quickstyle-set-or
    '  modified for Quick Styles by Charles Kenyon 2023-02-07
    '  https://www.msofficeforums.com/word/50385-how-create-multiple-word-style-galleries.html#post173323
    '
    Dim docActive As Document
    Dim docNew As Document
    Dim styleLoop As Style
    '
    Set docActive = ActiveDocument
    Set docNew = Documents.Add
    For Each styleLoop In docActive.Styles
        If styleLoop.Type < 3 Then
            If styleLoop.QuickStyle = True Then     'ckk
                ' show only character and paragraph styles, not list or table styles
                With docNew.range
                    .InsertAfter Text:=styleLoop.NameLocal & Chr(9) _
                                       & styleLoop.Description
                    .InsertParagraphAfter
                    .InsertParagraphAfter
                End With
            End If              'ckk
        End If
    Next styleLoop
    Set docNew = Nothing        'ckk
    Set docActive = Nothing     'ckk
    Set styleLoop = Nothing     'ckk
End Sub

Yes, Themes are an important component. Changing the theme can make a big difference in how the Quick Style Sets act.

Here is my article on Quick Style Sets and Word Themes in Microsoft Word on the Microsoft website.

spillerbd · #7 02-07-2023, 08:39 PM

@Charles Kenyon.
Your Quick Style Sampler document still has all 300+ styles in it including List and Table Styles.
There are 23 Styles displayed in the Styles Gallery.
There are 17 Style Set available on the Designer Ribbon.

I believe that it would benefit most users to be familiar with using the Styles Pane to Display ALL Styles ordered by As Recommended with Show Preview Selected. I would change the article to include that recommendation for users to at least look at the entire list. I don't believe most users out there have been exposed clearly to the number and types of Styles that already exist.

spillerbd · #8 02-07-2023, 08:40 PM

"Only the styles set to display in the Quick Styles Gallery on the Home tab are part of a Quick Style Set."
I disagree with that statement.

For me, I guess, the use of Set in your description is problematic. The Style Set is all the Styles. Quick Styles are those displayed in the Gallery. The term Quick Style Set is a confusing term as it melds two specific cases. Quick Styles are not "Set", but can be changed and rearranged.

I would refer to Faithe Wempen and her edition of Word 2013-In Depth, published by QUE (Pearson).

I have a copy of the Word 4.0 Manual and wish I had the ability to run that version to see the leap that's been made to now and how, and maybe why. MS changed things.

Charles Kenyon · #9 02-07-2023, 09:56 PM

Quote:

Originally Posted by spillerbd

@Charles Kenyon.
Your Quick Style Sampler document still has all 300+ styles in it including List and Table Styles.
There are 23 Styles displayed in the Styles Gallery.
There are 17 Style Set available on the Designer Ribbon.

I believe that it would benefit most users to be familiar with using the Styles Pane to Display ALL Styles ordered by As Recommended with Show Preview Selected. I would change the article to include that recommendation for users to at least look at the entire list. I don't believe most users out there have been exposed clearly to the number and types of Styles that already exist.

The only styles changed directly when you apply a [Quick] Style Set are styles set to display in the Quick Styles Gallery.

This will include the Heading 3-9 styles which are hidden by default until the level above has been used.

QuickStyleSetSampler.png

Since the Normal style is one of these, styles based on Normal in the current document may also be changed. The same is true of any styles based on one of these. How styles in Microsoft Word cascade by Shauna Kelly

Yes, the Quick Styles Sets Sampler has many additional styles, but they are not part of Quick Style Sets. This an ordinary Word document with text displayed in each of the twenty-five styles in the standard distributed Quick Style Sets. It has all the styles in it that a new document created from the default Normal template would have.

Non-Quick Styles can be changed by themes if they use theme fonts / colors. If they use set colors and fonts instead, they will not be changed by changing the theme. Non-Quick Styles in a document that are based on Quick Styles will also be changed by a change in the underlying Quick Style when a new Quick Style Set is applied.

I join you in urging more use of the Styles Pane and other methods of accessing styles. I said that in my earlier post. The Quick Styles Gallery is a confusing crutch and has been deprecated by the "New Experience" in recent releases.

Charles Kenyon · #10 02-07-2023, 10:42 PM

Quote:

Originally Posted by spillerbd

"Only the styles set to display in the Quick Styles Gallery on the Home tab are part of a Quick Style Set."
I disagree with that statement.

For me, I guess, the use of Set in your description is problematic. The Style Set is all the Styles. Quick Styles are those displayed in the Gallery. The term Quick Style Set is a confusing term as it melds two specific cases. Quick Styles are not "Set", but can be changed and rearranged.

I would refer to Faithe Wempen and her edition of Word 2013-In Depth, published by QUE (Pearson).

I have a copy of the Word 4.0 Manual and wish I had the ability to run that version to see the leap that's been made to now and how, and maybe why. MS changed things.

I addressed much of this in my last post.

[Quick] Style Sets are the those displayed on the Design Tab.
They are not a set of all the styles in a document.
Yes, this is confusing. Microsoft is now calling them simply Style Sets.
Microsoft is well known for confusing jargon.

I retain the term "Quick" Style Sets for clarity.

Quote:

Quick Styles is the name that earlier versions of Word used for the styles in the Style Gallery and the style sets on the Design tab; the name has carried over in the folder name, even though the Quick Styles moniker in Word itself is gone now.

Wempen, Faithe. Word 2016 In Depth (includes Content Update Program) (p. 220). Pearson Education. Kindle Edition.

Try a quick experiment.
This is an experiment to see what styles are in what Microsoft calls a Style Set and I refer to as a [Quick] Style Set. It tests the assertion/hypothesis that the only styles saved in such a Style Set are those set for display in the [Quick] Styles Gallery on the Home tab.

Remove all styles from the [Quick] Styles Gallery. You can use the following macro if you want. Otherwise, be sure that you remove Headings 3-9 as well. The macro simply goes through all styles and skips those that cannot be in that Gallery.

Code:

Private Sub StylesQuickStylesOff()
    ' Charles Kenyon 2018-12-03
    '
    ' Strips all styles from quickstyles gallery
    '
    Dim aStyle As Style
    On Error Resume Next
    For Each aStyle In ActiveDocument.Styles
        aStyle.QuickStyle = False
    Next aStyle
     On Error GoTo -1
    Set aStyle = Nothing

   End Sub

If you have the Styles Pane and Home tab displayed you should see something like this.

00 deleteme 1.png

Then save a Custom style set using the command on the Design Tab.

Create a new document based on the Normal template.
Change as many styles as you want to the color red or some other color.
Include at least Normal style and a couple of Heading styles.
Have text in the document that uses those styles.
If you want, you can use the attached document. Here is a screenshot from that document showing some of the alterations which were made at the Style level.

00 deleteme 3.png

Apply your custom style set.

Nothing will change.
This is because your custom style set had no styles.
Your original document, the one from which you made the [Quick] Style Set had many styles, just no [Quick] Styles.

Then try applying any of the distributed [Quick] Style sets on the Design tab.
The styles that are any of the twenty-five listed will change. Any styles based on them should change.
By the way, you can Undo application of a style set.

spillerbd · #11 02-07-2023, 11:32 PM

Word does not have the term "Quick Style Set"
It is not used on the domain Welcome
Ed Bott didn't use such a term in Microsoft Office Inside Out:2013 Edition, published through MicroSoftPress.
It seems to be your own creation despite no precedent from MicroSoft, Sarah Barnhill or anyone else.
However, the term is used in a Youtube video for a different item. https://www.youtube.com/watch?v=liQFbLo9Cx0, which is also applied incorrectly.

Even when Right Clicking on the style to add to the Gallery, it is "Add to Style Gallery" or through the modify style window, "Add to the Styles gallery"

Style Sets are listed in the Design Ribbon. A Style Set can be selected. Hovering over a Style Set will give the name of the Style Set. If you open the Style Pane and show All Styles, it can be more apparent that even those styles not in the Styles Gallery change. Since most of MS styles are still similar, it can be more obvious if a Style is edited so the preview change is even more obvious.
OR, you can remove ALL the Styles from the Gallery and then Change the Style Set on the Design Ribbon. Your statement indicates then that NOTHING will change because none of the Styles are in the Gallery.

Charles Kenyon · #12 02-07-2023, 11:40 PM

Experiment, Part 2
This continues the experiment to see what styles are in what Microsoft calls a Style Set and I refer to as a [Quick] Style Set. It tests the assertion/hypothesis that the only styles are those set for display in the [Quick] Styles Gallery on the Home tab.

Create a new document based on the Normal template.
Create a new custom style base on No Style.
Give it a font of Blue Comic Sans MS 24 pt.
Tell Word to store it in the Quick Styles Gallery (this is the default when creating a new style).
Modify your Normal Style to be Red Comic Sans MS.
Save a custom Quick Style Set.
Create a new document or open the sample attached previously. You want some normal style text in it.
Apply your new custom Quick Style Set.

Because your normal style was in the Quick Styles Gallery, it was in the style set and your normal text will change in your document to match the formatting in the style set.

If you look in the Quick Styles Gallery, you will see your Blue 24pt Comic Sans style as available.

Again, if a style is set to display in the Quick Styles Gallery (even if set to be hidden) when you create a Quick Style Set, it will be in the set. If it is not, it will not be.

If you've performed these experiments you now have two useless Quick Style Sets.
You can right-click on them in the designer tab and delete them.

Charles Kenyon · #13 02-08-2023, 01:02 AM

Quote:

Originally Posted by spillerbd

Word does not have the term "Quick Style Set"
It is not used on the domain Welcome
Ed Bott didn't use such a term in Microsoft Office Inside Out:2013 Edition, published through MicroSoftPress.
It seems to be your own creation despite no precedent from MicroSoft, Sarah Barnhill or anyone else.
However, the term is used in a Youtube video for a different item. https://www.youtube.com/watch?v=liQFbLo9Cx0, which is also applied incorrectly.

Even when Right Clicking on the style to add to the Gallery, it is "Add to Style Gallery" or through the modify style window, "Add to the Styles gallery"

Style Sets are listed in the Design Ribbon. A Style Set can be selected. Hovering over a Style Set will give the name of the Style Set. If you open the Style Pane and show All Styles, it can be more apparent that even those styles not in the Styles Gallery change. Since most of MS styles are still similar, it can be more obvious if a Style is edited so the preview change is even more obvious.
OR, you can remove ALL the Styles from the Gallery and then Change the Style Set on the Design Ribbon. Your statement indicates then that NOTHING will change because none of the Styles are in the Gallery.

Her name is Suzanne Barnhill if you are talking about the Word MVP.

Did you read the quotation I posted from Faithe Wempen?

The term Quick Styles originated with Microsoft, not me.
Add and remove styles from the Quick Styles gallery - Microsoft Support

Duck Duck Go Search
Google Search

Have you looked at the storage location for Style Sets?
It is the QuickStyles folder.
Did you try either of the experiments?

Yes, the Styles Pane allows preview of Styles. It has since, I think, Word 2000. I usually keep this turned off but the dropdown still has it.

00 deleteme 5.png

Here is a link to my free Add-in that lets you add it to the QAT.

This is confusing, I know, it took me years to figure it out.
Here is a good blog:
Behind the Curtain (II) - Styles, Doc Defaults, Style Sets, and Themes - Jonathan Bailor - blog - How do document defaults relate to the Normal style? How do Style Sets relate to Styles? How do Themes relate to Styles? - It is by one of the originators of the concepts and explains that the style sets only change styles in the Quick Styles Gallery.

spillerbd · #14 02-08-2023, 09:01 AM

"The term Quick Styles originated with Microsoft, not me.
Add and remove styles from the Quick Styles gallery - Microsoft Support"

The term in Question is QUICK STYLES SET.

Charles Kenyon · #15 02-08-2023, 09:57 AM

I use the term [Quick] Styles Sets because it helps clarify that the only styles in a Style Set as that term is used by Microsoft are Qucik Styles. I did not coin the term but I certainly plan on using it. Likewise, I use the term [Quick] Styles Gallery to distinguish it from the Styles Pane and the Styles DropDown, both of which can show all the styles available.

Did you try either of the experiments?

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