I uploaded a word document but cannot read the whole thing
Reformatting a Document with Messed-Up Styles
Fred has a 60-page legal certificate that has styles from all over the map (such as a dozen versions of Heading ii, numerous tab distances even for the same level of text, etc.). Fred wonders how he can easily, quickly, and safely reset and make all these styles consistent.
Given the three requirements (easily, quickly, and safely), the former aphorism comes to mind: You can have any 2 yous want, and 2 out of 3 own't bad!
Seriously, in that location is no quick way to exercise what yous are asking. The reason is because, literally, y'all are trying to unravel what has become a bowl of spaghetti. Editors of diverse stripes take been struggling with this trouble for years, and it is non a problem that Microsoft has been able to prepare. In fairness to Microsoft, information technology is not a problem that is really possible to fix. For but one instance, permit's say that you accept (as you say) a dozen versions of Heading 2 in the document. If Microsoft were to develop some automatic way of fixing this, how would the automation know which of the versions of Heading two was the correct one? What if it chose incorrectly? At present, multiply that by a dozen or more different styles you need in the certificate. The problem quickly goes from bad to worse and the solution may be no improvement over the original problem.
What seasoned editors have done to address this problem is to come upwards with their own techniques to "unravel" the spaghetti. If the document is short and has relatively few errant styles, you may be able to piece of work straight in the document. Hither's 1 approach:
- Open the certificate.
- Make sure the Styles pane is open. (Brandish the Home tab of the ribbon and click the small icon at the bottom-right of the Styles group.)
- Click the Options link at the lesser of the Styles pane. Word displays the Style Pane Options dialog box. (Meet Effigy ane.)
- Using the Select Styles to Show drop-downwards list, choose In Current Document.
- Using the Select How List is Sorted driblet-down list, cull Alphabetical.
- Click OK to close the dialog box.
- In the Style pane, hover the mouse pointer over one of the styles you lot want to remove from the document. A downwardly-pointing arrow appears at the right side of the style name.
- Click the downward-pointing arrow and choose Select All X Instances. (The X will actually represent the number of times the way is used in the document.) Word selects all the paragraphs or text that uses the mode.
- In the Style pane, click on the style you lot desire applied to the selected text. The fashion of the selected text is inverse.
- In the Style pane, hover the mouse pointer over the same style you used in step 7.
- Click the downwards-pointing arrow and choose Delete XYZ. (The XYZ is the name of the way.) Word displays a dialog box asking if you want to delete the style from the document.
- Click Yes. The way is removed from the document and disappears from the list of styles in the Way pane.
- Repeat steps 7 through 12 for each style you want to get rid of.
Figure 1. The Style Pane Options dialog box.
In applying this technique, you'll want to relieve your certificate periodically so that you don't lose your work.
Obviously, this technique can accept a while, which is why I mentioned it every bit a good approach if yous are working with a relatively brusque document. If the document is really messed upwards, the all-time approach is to outset fresh and utilise styles equally y'all want them applied. When choosing a "start fresh" arroyo, though, it is always a good thought to exercise your work on a copy of the problem document, non on the original.
One way to first fresh is to select the unabridged document (Ctrl+A) and so press Ctrl+Q to remove all explicit paragraph formatting and then printing Ctrl+Space Bar to remove all explicit grapheme formatting. While this won't get rid of the unwanted styles from the document, it will allow you lot to reapply styles without the complexity of dealing with weird explicit formatting that may accept been applied.
To take this process a step further, create a brand-new document that is based on a template that includes your canonical (desired) prepare of styles. With the two documents open (the source certificate from which you've removed explicit formatting and the target certificate yous just created), follow these steps:
- Select everything in the source certificate except the final paragraph mark. (Easiest mode: Press Ctrl+A, hold down the Shift key, and printing the Left Pointer central.)
- Press Ctrl+C. This copies everything in the source certificate to the Clipboard.
- Switch to the target document.
- Display the Domicile tab of the ribbon.
- Click the downwardly-arrow under the Paste tool. Word displays a diversity of pasting options.
- Click the Continue Text Only tool. (It looks like a clipboard with the letter A at the bottom-right.) Word pastes unformatted text from the Clipboard into the target document.
- Shut the source document.
- Open the original document. (You did work from the copy, not the original, right?)
- Using the original document as a visual guide, use styles in the target document to make it appear equally you want it to appear.
This tip has addressed only three possible techniques you could use; in that location are dozens of others yous could employ and that editors use every day. In my feel, it is this final technique—the one only described—that is probably the all-time arroyo. It is not quick, it does get easier with practice, and it definitely is safe. It also provides the cleanest approach to creating a document that is piece of cake to maintain with the fewest chances for "gotchas" to crop up.
WordTips is your source for toll-effective Microsoft Discussion grooming. (Microsoft Word is the nearly popular word processing software in the earth.) This tip (13289) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, and Give-and-take in Function 365.
Source: https://wordribbon.tips.net/T013289_Reformatting_a_Document_with_Messed-Up_Styles.html
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