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Clear Formatting for Text Contents in Word Documents

September 28, 2021
15.1K Views

When working with Microsoft Word, formatting inconsistencies and jumbled styles can often be a frustrating issue. Whether it's content copied from different sources or accidental actions during editing, formatting chaos can disrupt your document. This guide aims to provide solutions to resolve formatting conflicts efficiently, helping you maintain consistency in your Word documents.

1.Shortcut method 1: Ctrl + Space

Ctrl + Space is a keyboard shortcut that quickly clears the formatting of selected text in Microsoft Word. It is particularly useful for removing font, size, color, and other text formatting. This shortcut offers the advantage of efficiently clearing the formatting of selected text. Step by step to do that :

Step 1 Open your Word document and select the text from which you want to  remove the formatting.

Step 2 Make sure the selected text includes the formatting you want to clear, such as font, size, and color.

select words


Step 3 Once the text is selected, press and hold the Ctrl key on your keyboard.

Step 4 While holding the Ctrl key, press the Spacebar. This action triggers the Ctrl + Space shortcut.

Step 5 Release both the Ctrl key and the Spacebar.

Ctrl + Space

The selected text will now have its formatting cleared, reverting to the default formatting of your Word document.

Pros of Ctrl + Space shortcut:

  • Quick and efficient way to remove text formatting.

  • Useful for clearing font, size, and color formatting.

Cons of Ctrl + Space shortcut:

  • Does not clear paragraph formatting like indentations and alignments.

  • Not applicable for removing formatting from non-text elements such as images or tables.

2. Shortcut method 2: Ctrl + Shift + N

Another handy shortcut in Microsoft Word is Ctrl + Shift + N, which is used to clear the formatting of the entire paragraph. This shortcut is particularly useful when you want to remove indentations, alignments, and other paragraph-specific formatting elements. By following a simple key combination, you can quickly achieve a clean and consistent look for your paragraphs. Step by step to do that :

Step1: Open your Word document and navigate to the paragraph or paragraphs from which you want to remove the formatting.

Select document

Step 2: Ensure that the cursor is placed within the paragraph or select the entire paragraph if needed.

Step 3: Press and hold the Ctrl and Shift keys simultaneously on your keyboard.

Step 4: While holding the Ctrl and Shift keys, press the N key.

Clear format

Step 5: Release all the keys.

Step 6: The formatting of the entire paragraph will be cleared, including indentations, alignments, and other paragraph formatting.

Pros of Ctrl + Shift + N shortcut:

  • Efficient for quickly removing formatting from entire paragraphs.

  • Useful for clearing indentations, alignments, and other paragraph-specific formatting.

Cons of Ctrl + Shift + N shortcut:

  • Not applicable for clearing formatting of selected text.

  • Does not remove formatting from non-text elements such as images or tables.

3. Clearing formatting using the Clear Formatting option in Word's menu.

Clearing formatting using the Clear Formatting option in Word's menu is a user-friendly method to remove formatting in Microsoft Word. By following a few simple steps, you can easily clear the formatting of selected text or entire paragraphs. To begin follow this steps:

Step 1 Open your Word document and select the text or paragraphs from which you want to remove the formatting.

select paragraph

Step 2 Navigate to the "Home" tab in the Word interface. This tab is typically located at the top of the program window.

Step 3 Look for the "Clear Formatting" button. It is usually found in the Font or Paragraph section of the ribbon.

Clear format icon

Step 4 Click on the "Clear Formatting" button. This action will trigger the Clear Formatting option.

Word will clear the formatting of the selected text or entire paragraphs, restoring them to the default formatting of your document.

Pros of Clear Formatting option in Word's menu:

  • Allows selective removal of formatting from specific text or paragraphs.

  • Visual representation for easy identification and usage.

Cons of Clear Formatting option in Word's menu:

  • Involves multiple steps, which may be slower compared to using shortcuts.

  • Relies on manual navigation within the Word interface, potentially causing slight delays in the formatting removal process.

4.Clear all formatting in a Word document

Clearing all formatting in a Word document can be achieved by following these steps:

Step 1 Click within a paragraph in the document.

Step 2 Press Ctrl + A on your keyboard to select all the text in the document (excluding text in headers, footers, text boxes, shapes, or SmartArt).

Select all

Step 3 Navigate to the "Home" tab in the Ribbon.

Step 4 In the Font group, locate and click on the "Clear All Formatting" button.

Clear format tool

Pros of clearing all formatting in a Word document:

  • Comprehensive removal of formatting, including paragraph formatting such as indentations and alignments.

  • Provides a clean slate for consistent formatting throughout the document.

  • Easy to perform with straightforward steps.

Cons of clearing all formatting in a Word document:

  • Removes formatting from entire paragraphs, not allowing selective removal within a paragraph.

  • Does not affect non-text elements like images or tables.

  • Irreversible action, requiring caution before proceeding.

5.Clear formatting from selected text using the Ribbon

Clearing formatting from selected text using the Ribbon in Microsoft Word is a convenient method that allows you to remove formatting from specific portions of your document. By following a few simple steps, you can easily strip away unwanted formatting and maintain a clean and consistent appearance for your selected text.

Step 1 Select the text in your document that you want to remove the formatting from.

Step 2 Navigate to the "Home" tab in the Ribbon, which is typically located at the top of the Word window.

Home tab

Step 3 Look for the "Font" group in the Ribbon.

Font tab

Step 4 Within the Font group, locate and click on the "Clear All Formatting" button.

Clear all formatting

Pros of clearing formatting from selected text using the Ribbon:

  • Convenient and accessible within the Word interface.

  • Allows selective removal of formatting from specific portions of text.

  • No need to remember complex keyboard shortcuts.

Cons of clearing formatting from selected text using the Ribbon:

  • May require manual navigation to locate the "Clear All Formatting" button.

  • Potential delay in finding the button if unfamiliar with its location.

  • Limited to the Word application interface.

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FAQs

1.What does the clear all formatting button look like?

The "Clear All Formatting" button is usually represented by an eraser or a crossed-out paintbrush icon. It signifies the action of removing formatting from selected text. Look for this distinct visual representation in the Ribbon to identify the "Clear All Formatting" button.

2.How do I clear formatting in docs?

To clear formatting in Google Docs, simply select the text you want to remove the formatting from and choose the "Clear formatting" option from the "Format" menu. Alternatively, you can use the keyboard shortcut Ctrl + \ (backslash) for quick formatting removal.

3.Where is the clear formatting button in Word?

In Microsoft Word, you can find the "Clear Formatting" button in the "Home" tab of the ribbon. It is typically represented by an eraser or a crossed-out paintbrush icon. Look for this button in the "Font" or "Styles" group within the "Home" tab to quickly remove formatting from your selected text

Summary

"The Ultimate Guide to Clear Word Formatting" is a comprehensive article providing step-by-step instructions to resolve formatting issues in Microsoft Word. It covers shortcut methods like Ctrl + Space and Ctrl + Shift + N, as well as using the Clear Formatting option in Word's menu. The guide also explains how to clear all formatting in a document and remove formatting from selected text using the Ribbon. While the focus is on Microsoft Word, the principles can be applied to other word processing software like WPS Office, ensuring consistent formatting and document clarity.


15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.