Results 1 to 13 of 13
  1. #1
    New Lounger
    Join Date
    Feb 2012
    Posts
    24
    Thanks
    8
    Thanked 0 Times in 0 Posts

    Too many formatting marks

    I'm using Word 2002, and I'm in the process of going through a manuscript and checking for unwanted formatting marks. What I'm finding are a lot of extra space marks at the end of paragraphs, usually one mark, sometimes more. Not every paragraph. In fact, one page may have lots, while the next two or three pages have none or next to none. After seeing that these marks don't appear in documents written in Atlantis, I ruled out a bad habit on my part. Must be another Word quirk. But I'm going to have the manuscript formatted as a .mobi (Kindle) file, so I'm a little worried that the spaces could cause a problem. Has anyone had any experience with that?

  2. #2
    Super Moderator RetiredGeek's Avatar
    Join Date
    Mar 2004
    Location
    Manning, South Carolina
    Posts
    9,434
    Thanks
    372
    Thanked 1,457 Times in 1,326 Posts
    Thomas,

    Welcome to the Lounge as a 1st time poster.

    Could you please elaborate on what you mean by "space marks"? Spaces on the same line or spaces between last line of paragraph and 1st line of next paragraph. Perhaps a screen capture would illuminate your question.
    May the Forces of good computing be with you!

    RG

    PowerShell & VBA Rule!

    My Systems: Desktop Specs
    Laptop Specs

  3. #3
    New Lounger
    Join Date
    Feb 2012
    Posts
    24
    Thanks
    8
    Thanked 0 Times in 0 Posts
    Thanks for responding quickly, RetiredGeek.

    I mean the formatting marks that denote spaces, like periods, but higher up. Formatting space marks.jpg

    The attached example is a rare four space one. Usually it's one space. My concern is that they may cause a problem when the document is converted, although it appears they would only lengthen the paragraph by one space. It's a 100,000 word document, so going through it line by line... It would also be nice to keep Word from doing this.

  4. #4
    Super Moderator RetiredGeek's Avatar
    Join Date
    Mar 2004
    Location
    Manning, South Carolina
    Posts
    9,434
    Thanks
    372
    Thanked 1,457 Times in 1,326 Posts
    Thomas,

    You could easily eliminate these with a Find & replace.
    Search for space space Paragraph Mark
    Replace with Paragraph Mark.
    Repeat until no matches found.
    Then one more search with just space Paragraph Mark
    Replace Paragraph Mark.
    SearchReplace.JPG
    May the Forces of good computing be with you!

    RG

    PowerShell & VBA Rule!

    My Systems: Desktop Specs
    Laptop Specs

  5. #5
    5 Star Lounger kmurdock's Avatar
    Join Date
    Feb 2003
    Location
    Pacific Grove, California, USA
    Posts
    716
    Thanks
    10
    Thanked 34 Times in 28 Posts
    Hi Thomas,

    Additionally, you can turn this into a macro for easy continued use. In my experience, however, Word doesn't add spaces at the end of paragraphs out of the box.

    You referred to Atlantis -- is this the Atlantis word processor? I'm not familiar with it myself and maybe someone else in the lounge is. But... is it possible that while the spaces don't appear in Atlantis, there is something that isn't getting converted properly? What is the conversion process? Can you simply open an Atlantis document in Word or can you Save As another format? If so, does Save As include .rtf format? You might try to save to .rtf and see if the spaces persist. (Word can open rtf docs.)

    Best, Kim

  6. #6
    New Lounger
    Join Date
    Feb 2012
    Posts
    24
    Thanks
    8
    Thanked 0 Times in 0 Posts
    Thanks, RetiredGeek. That saved me a lot of time. I should have looked more closely at my choices of symbols in find and replace.

  7. #7
    New Lounger
    Join Date
    Feb 2012
    Posts
    24
    Thanks
    8
    Thanked 0 Times in 0 Posts
    Kim...

    The check with Atlantis word processor involved text created with Atlantis. I did that early on to see if it was something I was doing, rather than something done by Word. Atlantis will save as rtf or doc, same as Word. Unfortunately, I deleted all the errant marks. Next time I encounter them, I'll do the check with Atlantis. But I think my copy of Word steps outside the box on occasion. It would seem that if it was going to do that sort of thing for a reason, it would be more consistent about it. Anyway, all's well that ends well.

    James

  8. #8
    2 Star Lounger
    Join Date
    Dec 2009
    Location
    Canada
    Posts
    122
    Thanks
    3
    Thanked 20 Times in 18 Posts
    RetiredGeek's solution will certainly work, but you can do it in one step to eliminate other related possibilities as well.

    In the Find what box, type "^w^p" (without the quotes) and in the Replace with box, type "^p". The "^w" is interpreted as "white space" so will deal with one or more tabs, spaces, or fixed spaces. Click the "More>>" button in the Find and Replace box, then use the Special button to see options that include the white space code.

  9. #9
    Super Moderator RetiredGeek's Avatar
    Join Date
    Mar 2004
    Location
    Manning, South Carolina
    Posts
    9,434
    Thanks
    372
    Thanked 1,457 Times in 1,326 Posts
    Eric,

    Nice one!
    May the Forces of good computing be with you!

    RG

    PowerShell & VBA Rule!

    My Systems: Desktop Specs
    Laptop Specs

  10. #10
    5 Star Lounger kmurdock's Avatar
    Join Date
    Feb 2003
    Location
    Pacific Grove, California, USA
    Posts
    716
    Thanks
    10
    Thanked 34 Times in 28 Posts
    Eric! Great!

    Kim

  11. #11
    3 Star Lounger
    Join Date
    Jul 2010
    Location
    Raleigh, NC
    Posts
    211
    Thanks
    11
    Thanked 20 Times in 17 Posts

    Arrow Where do they come from?

    Quote Originally Posted by Thomasja View Post
    What I'm finding are a lot of extra space marks at the end of paragraphs, usually one mark, sometimes more...Has anyone had any experience with that?
    I've seen the same thing in Word 2003 and Word 2010. In all cases it's been when I've pasted in text that was formatted in other sources (usually HTML). This has occurred even after I started using the "Pure Text" utility to strip out all formatting--the extra spaces remained. I've also seen a lot of line breaks in place of paragraph breaks (which can be dealt with by search on ^l and replace with ^p).

    If you're pasting in text, be prepared to clean it up. As others have pointed out, a clean-up macro could be a real time-saver, if you have to do this a lot.
    Last edited by bethel95; 2012-02-24 at 15:52.

  12. #12
    4 Star Lounger
    Join Date
    Jan 2001
    Location
    Atlanta
    Posts
    568
    Thanks
    7
    Thanked 1 Time in 1 Post
    You can also use the ^w^p to remove all the white space before the paragraph return at once.


    Ronny
    Ronny Richardson

  13. #13
    Super Moderator
    Join Date
    May 2002
    Location
    Canberra, Australian Capital Territory, Australia
    Posts
    5,054
    Thanks
    2
    Thanked 417 Times in 346 Posts
    Hi Ronny,

    That's already been suggested. See post #8 in this thread.
    Cheers,

    Paul Edstein
    [MS MVP - Word]

Posting Permissions

  • You may not post new threads
  • You may not post replies
  • You may not post attachments
  • You may not edit your posts
  •