Written by Allen Wyatt (last updated August 24, 2024)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, Word in Microsoft 365, and 2021
Vera received a document that she needs to edit and format. However, the document's current formatting is really messed up, including dozens and dozens of styles that are not needed. She has concluded that the easiest way to work with this document is to get rid of all the formatting, but Vera can't figure out how to get rid of the unnecessary styles. She wonders about the easiest way to get the text in the document back to "ground zero" so she can work with it from the ground up.
If you have worked with Word for a while (as it appears Vera has), then you know that there are two general types of formatting in Word—formatting that is applied explicitly (typically using tools on the Home tab of the ribbon) and formatting that is applied implicitly (using styles).
Getting rid of the explicit formatting is rather easy. For a simple document, just press Ctrl+A (this selects everything), then press Ctrl+Spacebar (this removes all character formatting) and Ctrl+Q (this removes all paragraph formatting). When I say "removes" in relation to Ctrl+Spacebar and Ctrl+Q, I mean that the explicit formatting is removed and the underlying formatting used by the applied styles is what is left.
Vera apparently wants to go beyond this, though, because she mentions lots of unnecessary styles. Here's how I would suggest getting back to absolutely ground zero. I'm going to assume in these steps that Vera has a desired template that she wants to use with the document.
If you think that the source document may be too large to fit into the Clipboard fully (it would need to be really, really large!), then you can follow these steps:
Regardless of which approach you use, what you end up with is a document with no formatting, but with your desired styles (from the template) available to use. You can now go through the target document and apply your formatting as desired.
There is something to realize about this approach—not everything may make it from the problem document to the target document. When you copy only the text, there are a lot of things that aren't included. For instance, you won't see images or other graphic elements. This means that any text in text boxes or shapes won't make the transition, nor will headers, footers, footnotes, endnotes, fields, links, or hyperlinks. Plus, tables, if they make it to the target document, may be messed up.
For this reason, it will be beneficial to open the problem document and the target document at the same time. Then you can compare the target document to the source document and see if there are things you want to recreate in the target document. That's important, though—you'll want to recreate the elements, not copy them. If you really need to copy and paste any missing information, you'll want to do the pasting as "text only" to avoid getting problem formatting copied over.
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2024-08-26 10:55:17
Andrew
"Remove all formatting" - NOT trivial, not at all.
1. First, what do we mean by formatting?
a. Character formatting (font, size, color, bold/italic, ...)?
b. Paragraph formatting (line spacing, indents, ...)?
c. Section/page formatting (breaks, margins, columns, headers/footers, ...)? -- Any text/important information in the headers/footers?
d. Styles (as applied to text, included in the document, ...)?
e. Tables (structure/layout, internal margins, ...)?
f. Borders (text, paragraph, tables, page, ...)?
g. Frames?
h. Text boxes?
i. Non-text-box shapes?
j. Document settings?
j. Track changes? -- (Do remember to accept changes before round-tripping through text, or you'll get both deleted and inserted text, and they will be *non-differentiated*.)
k. Etc., etc., etc.
2. Second, what do we mean by remove?
a. Remove any "applied" formatting and default to [something]?
b. Replace all formatting with known formatting (e.g., the "Normal" style)?
c. Delete non-text objects (logos, graphics, ...)?
d. Convert text objects (frames/text boxes) to their text?
e. Remove styles from the document?
f. Establish settings to a known state?
The brute force method of round-tripping through a text format works often and is simple. But it can be risky as information can be lost in the process. Consider a scanned document that is OCR'd and converted to Word: table structures and shapes will be blown out -- in the latter case possibly losing important text (e.g., those in text boxes or that the OCR program didn't convert). Caveat editor.
So to be careful, I'll often go through each type of formatting (almost always starting with either Ctrl-A, Ctrl-SPACE, Ctrl-Q or the equivalent) serially, and adjust what I need through a combination of manual and automated processes).
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