Be able to apply font styles including font face, type (serif, sans-serif), point size, colour

Topic 14 – Styles

Learning objective

Be able to apply font styles – including font face, type (serif / sans‑serif), point size and colour – and to create, edit and reuse styles (character, paragraph and heading) in a word‑processor or presentation tool. Demonstrate how styles support the Cambridge IGCSE ICT AO2 (producing ICT‑based solutions).

1. What is a style?

• Style: a saved set of formatting attributes that can be applied to text.
• Three categories used in the syllabus:

  • Character style – affects only the characters (font face, type, size, colour, bold, italic, underline, etc.).
  • Paragraph style – controls paragraph‑level attributes (alignment, line‑spacing, indentation, list formatting, space before/after) and can also include character attributes.
  • Heading style – a specialised paragraph style used for the document hierarchy (Title, Heading 1, Heading 2 …).

2. Font basics

2.1 Font face (font family)

The overall design of the characters. Common families in ICT exams:

• Arial
• Calibri
• Times New Roman
• Verdana
• Georgia

2.2 Font type – Serif vs Sans‑Serif

3. Point size

One point (pt) = 1⁄72 in. Recommended ranges for typical documents:

• Footnotes: 8 pt – 9 pt
• Body text: 10 pt – 12 pt
• Headings: 14 pt – 24 pt (or larger for titles)

4. Colour and accessibility

Colour can highlight, differentiate sections or convey meaning. When choosing colours, consider:

1. Contrast – text must be readable against its background (WCAG AA ≥ 4.5 : 1 for normal text).
2. Purpose – e.g., red for warnings, green for success, blue for hyperlinks.
3. Consistency – limit the palette to 2‑3 colours for a professional look.
4. Accessibility – ensure sufficient contrast and avoid colour‑only cues.

5. Why style choices matter

• Readability – Serif fonts aid long‑form reading; sans‑serif fonts improve on‑screen legibility.
• Audience & purpose – Formal reports often use a corporate house‑style; flyers may use bold, bright colours to attract attention.
• Accessibility – Adequate contrast and minimum point sizes help users with visual impairments and assistive technology.
• Brand consistency – A house‑style ensures all documents share the same fonts, colours and spacing, reinforcing visual identity.

6. Built‑in vs custom styles & hierarchy

Word‑processors ship with a set of built‑in styles that form a hierarchy. Creating a custom style adds to, or replaces, this hierarchy.

When a style is modified, every piece of text that uses that style updates automatically – a key AO2 requirement.

7. Creating, editing and applying styles in word‑processors

7.1 Microsoft Word (Windows)

1. Select text that has the formatting you want to keep.
2. Home tab → Styles gallery → click the small arrow → Create a Style.
3. Enter a meaningful name (e.g., “Corporate Heading 1”).
4. Click Modify… and set:

   • Font face & type (e.g., Arial Sans‑Serif)
   • Point size (e.g., 16 pt)
   • Colour (e.g., #003366)
   • Paragraph options – alignment, line spacing, indentation, list format

5. Choose New documents based on this template if you want the style to be available in future files, then click OK.
6. To apply the style, place the cursor in the target paragraph and click the style name in the gallery.
7. To change all instances later, right‑click the style in the gallery → Modify…. All text using that style updates instantly.
8. Export / import:

   • Export: File → Save As → Word Template (*.dotx) – the template contains the custom styles.
   • Import: Open the .dotx file, then copy the needed styles via the Styles pane (Manage Styles → Import/Export).

7.2 Google Docs

1. Format a paragraph (font, size, colour, line spacing).
2. With the paragraph selected, choose Format → Paragraph styles → Normal text → Update ‘Normal text’ to match. This creates a custom paragraph style.
3. To create a new named style, click Format → Paragraph styles → Options → Save as my default styles, then rename it (e.g., “Report Heading 1”).
4. Apply the saved style from the same menu.
5. To edit, modify a paragraph and choose Update ‘Style name’ to match.
6. Export / import:

   • Export the document as a .docx or .odt file – the styles travel with the file.
   • Import a style set by opening a template that already contains the required styles.

7.3 LibreOffice Writer (or OpenOffice)

1. Format a paragraph with the desired attributes.
2. Press F11 to open the Styles sidebar → select the Paragraph Styles icon.
3. Right‑click the style you wish to base on (e.g., “Heading 1”) → New.
4. In the dialog, set the name, font, size, colour and paragraph settings, then click OK.
5. Apply the style by selecting text and double‑clicking the style name.
6. To modify later, right‑click the style → Modify. All linked text updates automatically.
7. Export / import:

   • Save as a template (.ott) – the file stores all custom styles.
   • Use File → Templates → Manage to import a template from another computer.

8. Styles in presentation software

The syllabus also expects students to work with presentation tools (PowerPoint, Google Slides). The principle is the same – a style (called a “theme” or “master slide”) stores font, size, colour and paragraph settings.

8.1 Microsoft PowerPoint

1. View → Slide Master.
2. Select the top‑most master slide – changes here affect every slide.
3. Set the desired font face, size and colour for Title, Heading 1, Body, etc.
4. Close the Master view – the new formatting is now a reusable style set (theme).
5. Export / import:

   • Save the file as a .potx (PowerPoint Template) to share the theme.
   • Apply a saved theme via Design → Browse for Themes.

8.2 Google Slides

1. Slide → Edit master.
2. Format the Title, Subtitle and Body text boxes with the required font, size and colour.
3. Close the master – the changes become the default for the presentation.
4. Export / import:

   • Copy a slide from a presentation that already contains the desired master, then paste it into a new file (the master is transferred).
   • Or download the file as a PowerPoint (.pptx) to reuse the theme elsewhere.

9. Corporate house‑style – sample guide

Students may be asked to follow a simple “house‑style” table when producing a document.

10. Using styles in a template

1. Create a new document (or presentation) and set up all required styles – both built‑in and custom – following the house‑style table.
2. Save the file as a reusable template:

   • Word – File → Save As → Word Template (*.dotx)
   • PowerPoint – File → Save As → PowerPoint Template (*.potx)
   • Google Docs/Slides – make a copy, rename it “Template – …”, and share with the class.
   • LibreOffice – File → Templates → Save As Template

3. To share styles across devices or with classmates, distribute the template file or export the style set (e.g., .dotx, .ott, .potx).
4. When starting a new assignment, open the template; all styles are already available, ensuring consistency and saving time – a clear demonstration of AO2.

11. Practical activity

Task: Create a one‑page flyer for a school event. Apply the following style requirements.

• Title: Sans‑serif, 24 pt, bold, colour #003366.
• Sub‑heading: Serif, 16 pt, italic, colour #990000.
• Body text: Serif, 12 pt, black.
• Key details (date, time): Use the “Key details” style from the house‑style table (orange colour, same size as body).
• Save the document as a template for future flyers.

When you finish, note how many paragraphs were updated automatically after you changed the “Key details” style – this shows the power of styles for AO2.

12. Summary checklist

• Identify the appropriate font face and decide whether a serif or sans‑serif type suits the medium (print vs. screen).
• Choose a readable point size for each element (body, headings, footnotes).
• Apply colour with sufficient contrast (≥ 4.5 : 1) and consistent branding.
• Use built‑in heading styles (Title, Heading 1‑6) or create custom character/paragraph styles for repeated use.
• Remember that modifying a style updates every instance automatically.
• Save a document or presentation as a template so the same styles are available for future work.
• Check accessibility: contrast ratio, minimum point size, and avoid colour‑only cues.
• Link your work to the IGCSE ICT AO2 – producing a solution that uses styles efficiently.

13. Assessment questions

1. Explain why a serif font is generally preferred for printed books.
2. A body paragraph is set at 12 pt. What point size would a heading be if it is required to be 18 pt larger than the body text?
3. Give two reasons why colour contrast is important in document design.
4. In Microsoft Word, describe the steps to create a reusable style that includes font face, size and colour.
5. How would you modify a style after it has already been applied to several paragraphs? What is the effect of this change?
6. Briefly outline how you would save a document as a template so that the same styles can be used in future assignments.
7. Distinguish between a character style and a paragraph style. Provide an example of each.
8. What is the difference between a built‑in style and a custom style? When might you choose to create a custom style?
9. Explain how a style set (theme) in PowerPoint can be exported and reused in another presentation.