How to Copy Text from Word to Eliminate Formatting

When developing knowledge base articles for LiveHelpNow using content from Word documents, it is essential to remove all formatting from the Word files before inserting their content into the article body. This ensures that the articles maintain a consistent style and functionality within the knowledge base system.

Copying text from Microsoft Word to another application often brings along unwanted formatting—fonts, sizes, colors, and styles can all be transferred, making the text look cluttered or inconsistent in the new document. Fortunately, there are several methods to copy text while eliminating formatting, ensuring a clean and uniform appearance. This article will explore various techniques to help you achieve this goal.

Why Eliminate Formatting?

When you copy text, the formatting from Word might not be compatible with the target application. Here are a few reasons to eliminate formatting:

• Consistency: Maintaining a uniform style across documents enhances readability and professionalism.
• Compatibility: Some applications may not support the rich text format, leading to unexpected results.
• Simplicity: Plain text is easier to edit and modify without dealing with conflicting styles.

Methods to Copy Text without Formatting

1. Use "Paste Special"

Most applications, including Word, offer a “Paste Special” option that allows you to paste text without formatting.

1. Copy the desired text from Word (Ctrl + C).
2. In the target application, right-click where you want to paste the text.
3. Select "Paste Special" (or "Paste Options" in some applications).
4. Choose "Unformatted Text" or "Text Only."

2. Use Notepad as an Intermediary

Using a plain text editor like Notepad is a straightforward way to strip formatting.

1. Copy the text from Word (Ctrl + C).
2. Open Notepad (or any plain text editor).
3. Paste the text into Notepad (Ctrl + V).
4. Copy the text again from Notepad (Ctrl + C).
5. Paste it into the desired application.

3. Keyboard Shortcuts

Many applications support keyboard shortcuts to paste as plain text.

• Windows: After copying the text, use Ctrl + Shift + V in applications that support this shortcut.
• Mac: Use Command + Shift + V to paste without formatting.

4. Change Default Paste Settings in Word

If you frequently copy text from Word and want to ensure it always pastes without formatting, you can change the default paste settings.

1. Open Word and go to File > Options.
2. Select Advanced.
3. Under the "Cut, copy, and paste" section, you can change the settings for pasting within the same document, between documents, and from other programs. Set these to "Keep Text Only."

5. Use Online Tools

Several online tools can strip formatting from text. Websites like TextCleaner or StripHTML can be helpful.

1. Copy your text from Word.
2. Go to an online text stripping tool.
3. Paste your text into the tool and process it.
4. Copy the cleaned text and paste it into your desired application.

6. Use Word’s "Clear Formatting" Feature

If you want to keep some Word features but remove all formatting, you can use the “Clear Formatting” option.

1. Highlight the text in Word.
2. Go to the "Home" tab.
3. Click on the "Clear All Formatting" button (an eraser icon).
4. Copy the now unformatted text and paste it into the desired application.

Conclusion

Copying text from Word while eliminating formatting is a useful skill that enhances your workflow and maintains document consistency. Whether you use built-in features like "Paste Special," intermediary applications like Notepad, keyboard shortcuts, or online tools, you can easily ensure that your text appears clean and uniform in any application. Choose the method that best fits your needs and enjoy a more streamlined document preparation process!