2014/04/28
Here are some basic clean-up a document tips - certainly not all that can be done - but when you don't have a program or macro (such as Microsystems, etc.), this can help.
What types? A scanned document, a document converted from PDF, or a typed document from the outside.
Why? Your document will be smaller, your document will be less likely to "crash", and your document will be easier and faster to modify and change).
- Print document out to see formatting so you can retain the look (or copy it to another new document and put that on the 2nd monitor).
- a. Search and replace double paragraph marks (two hard returns) with one, so you can format the paragraphs as body text with spacing between the paragraph - use paragraph spacing - NOT two to three hard returns!
b. Search and replace Tabs (for paragraphs) with nothing. Use the Paragraph spacing to put the indent in the paragraphs for that style.
c. Ctrl - Q - Select the entire document, and press Ctrl-Q. It removes the DIRECT paragraph formatting - it'll go back to the proper style formatting.
d. Ctrl+Space Bar - removes the DIRECT character formatting.
- Styles
a. Style Inspector - click on the dialog box button for Styles, and at the bottom, click on the middle button. Now Click the button beside the DIRECT formatting to clear that direct formatting.
b. Delete extraneous styles - search and replace one style with another!
Extra TIPS
Use Draft View - to see styles.
Use Shift F1 - to see what formatting is in the document