Microsoft Software

How to create and use the same Office themes across files in Microsoft 365

If easy however constant formatting across Excel, Word, PowerPoint and Outlook are necessary to your group, take into account designing customized themes that each one the apps will use. Susan Harkins tells you ways.

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Image: iStock

Themes had been added to Microsoft Office a very long time in the past, however they’re underused, in my opinion. By making use of a coloration, font, results and background fashion, you may rapidly decide the fundamental formatting utilized by most of the Microsoft 365 apps. Set these choices in one app and the others instantly choose up the modifications. Then, whether or not you’re working in an Excel sheet or a Word doc, the coloration, font and extra might be the same. In this text, I’ll present you ways to set these themes in PowerPoint, however you may use any of the 4 apps to accomplish that.

SEE: 83 Excel suggestions each consumer ought to grasp (TechRepublic)

I’m utilizing Microsoft 365 on a Windows 10 64-bit system. (I like to recommend that you simply wait to improve to Windows 11 till all the kinks are labored out.) You can’t apply themes in the on-line variations. There’s no demonstration file since you received’t want one. I inserted just a few graphic and textual content parts right into a PowerPoint slide so there’s one thing to see, however you received’t want the slide to do something.

What’s a theme?

A theme is a mixture of codecs that create a whole search for your Microsoft 365 files. It, by advantage of your selections, defines the coloration, font, background fashion and results. A theme is extra productive than setting codecs manually and it offers consistency across all of your files. Consistency won’t matter, however productiveness ought to curiosity us all.

For most organizations, the theme ought to most likely reinforce your model. For occasion, use your brand colours and even fonts, if affordable. We’ll use one in all TechRepublic’s logos to create a theme.

Design and create the theme

Figure A exhibits a easy brand for TechRepublic. There’s not quite a bit to work with is there? We have two colours, blue and white, the font is sans serif—they don’t have the small strains that stretch past the character. This sort of font, corresponding to Helvetica, Arial, Geneva and Calibri, is evident and therefore straightforward to learn.

Figure A

We’ll design a theme round this brand.

Once you’ve made just a few selections about your theme—corresponding to coloration and font—be certain that the codecs can be found in the Microsoft 365 apps that you simply plan to use. Generally, you’ll find all the things accessible, however not at all times. For occasion, if you happen to obtain a font, it won’t be accessible in the font choices.

Because we’ve so few design parts with which to work, it’s doable that we don’t want to create a customized theme in any respect. Let’s take a fast take a look at the built-in coloration themes to see if one in all them will work. To accomplish that, click on the Design tab (I’m working in PowerPoint, however Excel and PowerPoint will provide the same choices). Click the More button for the Variants gallery. From the dropdown, select Colors—however take a minute to take a look at the different choices: Font, Effects and Background Styles. As you may see in Figure B, the chosen coloration theme is Office—that’s the default. This theme doesn’t appear to strongly help the TechRepublic brand.

Figure B

The default coloration theme.

By altering the coloration in this dropdown, you modify the colours accessible for the fill and textual content choices. The new palette will show the major colours and the numerous accessible shades. Hover over the theme thumbs and watch any slide parts replace utilizing Preview. There are solely two gadgets in the demonstration slide that Live Preview updates: the form and the background. The different parts don’t change coloration with the theme.

The solely palette that appears shut is Blue Warm, however white isn’t accessible, and we want white. So, let’s create a customized palette. To accomplish that, select Customize Colors from the Variants Colors dropdown. Now you may actually take management. Because we’re going to work with white and quite a lot of blue shades, our work is straightforward. Figure C exhibits my modifications. Feel free to make no matter modifications you want, but when they don’t match mine, the colours in the determine received’t match yours. Truthfully, you don’t even have to change the colours—figuring out you can is what’s necessary. When you’re accomplished, give the customized palette a reputation and click on Save. Then, reopen the Variants Colors dropdown once more and you’ll use your customized palette at the high of the gallery!

Figure C

Customize your coloration palette.

If you’re working in Word, use the Design tab and then Colors possibility in the Document Formatting group. In Excel, click on Page Layout and then Colors in the Themes group. Both will robotically show the customized coloration palette you created in PowerPoint (or whichever app you used).

You is likely to be questioning about the coloration gadgets. The Text/Background gadgets are versatile; despite the fact that the choices specify darkish and gentle, you may select no matter shades you like. However, I like to recommend following the possibility strategies as a result of if you happen to go too darkish or too gentle, you received’t be proud of the outcomes.

Accent colours are the major colours you’ll see as you add parts as a result of the theme robotically defaults to your customized palette. I didn’t change the hyperlink or adopted colours as a result of these are universally understood. Changing these two may trigger confusion.

As I discussed, the customized palette might be accessible now across the Microsoft 365 apps. In this manner, Word, Excel and even PowerPoint will provide the same customized coloration theme. Used constantly, your paperwork will all mirror the same branding, though in this sense, I do use the time period flippantly. You may even rapidly change from one customized theme to one other you probably have multiple model or brand to help. You’ll additionally keep away from that annoying conduct whenever you copy content material from one app to one other. The codecs usually change and that’s since you’re not utilizing the same coloration theme all through the suite of apps.

To add a font theme, select Fonts from the Variants dropdown. What’s true for the coloration theme is true for the font theme. In addition, you’ll arrange background kinds the same manner. I don’t advocate utilizing Effects until you’ve gotten a selected want to. When you do, apply them as sparingly as doable. The gist is to know you can set the colours, fonts, and background fashion themes for Word, Excel, PowerPoint, and even Outlook in order that your files all share the same colours, fonts and background fashion codecs.

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