(VIDEO) Paste Text from a PDF to Word and Fix the Short Paragraphs with this Shortcut

Did you end up with a bunch of short lines of text when you copied text in a PDF and pasted it to Word? You had a paragraph mark (or manual line break) at the end of each line instead of only when there is a new paragraph (or new line).

I’m talking about these things. They’re the culprits. I’ll show you how to find out if they’re there and how to get rid of them.

Have you gone through an entire document line by line deleting these? You’ll be happy to know you won’t have to again. You can use Word’s Find and Replace command to clean your entire document with just a few keystrokes.

Would you agree that when you know which buttons to click, you can finish work quicker and go home?


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About SUITE TUESDAY: How-to video series produced by personal productivity expert, Peggy Duncan. Real quick video tutorials of tech tips that will help you finish work quicker so you can go home. Explained in plain English without any fluff. Subscribe to my YouTube channel or follow me here on Linkedin Pulse. Free to share. #SuiteTuesday

Video: Create Your Own Keyboard Shortcut: Print Current Page in Word With a Macro

When I work in a multiple page document, I often want to print only the current page I’m working on. One way to finish work quicker is to create your own keyboard shortcut when one doesn’t already exist.

To create a keyboard shortcut, you can either find the computer code someone has posted and figure out what to do with it, or you can create your own shortcut by recording your own macro. But don’t worry about the code. All that’s in the background, and you won’t even have to see it.

In the video below, I’m using Word 2013. However, recording a macro has worked the same in all versions of Word I’ve ever used.


Hope this helps. Feel free to comment and share.



Get Rid of Paragraph Marks After Pasting Text in a Word Document (video)

When you copy and paste text from a PDF or some other technology into a Word document, you sometimes end up with way too many paragraphs…at the end of every line of text. This video shows you a quick way to clean that up instead of deleting the paragraph marks line by line.

This is one of those things I take for granted that everybody knows. Then I saw someone deleting these paragraph marks one line at a time. If you find yourself inside a Microsoft Office document and wondering if there’s a better way to get something done, there probably is.

Here’s a much quicker way to clean up your document.




Justify Paragraphs for a Clean Finish but Avoid Wide Gaps in Text

Have you ever tried to block justify your paragraphs (make your right margin even) in a Word document and ended up with an amateurish look of too much space between words? Try this instead (Word versions 2003, 2007, 2010, 2013+ listed).

  1. Select the text you want to block justify.
  2. Right-click on the text, and click Paragraph.
  3. On the Indents and Spacing tab, click the drop-down next to Alignment, and click Justified, OK.
  4. Right-click on the text again, and click Format, Font.
  5. Tick the Kerning for fonts box (on the Character Spacing tab, and set font size to match the size of the font in your paragraph* (kerning is the spacing between characters and each font set has its own kerning). Spacing should be set at Normal.**But play around with this until you’re satisfied by changing everything in this step. Also try using “condensed” and alter the spacing until you’re satisfied.
  6. Click OK.

To fine-tune the spacing (Word 2003)

  1. Click the Tools menu, Options. Then click the Compatibility tab.
  2. Tick “Do full justification like WordPerfect...”
  3. Click OK.

To fine-tune the spacing (Word 2007)

  1. Click the Office button, Word Options, Advanced.
  2. Go to absolute bottom of Advanced options, and click to expand Layout Options.
  3. Tick “Do full justification like WordPerfect...” (this Options list is in alphabetical order)
  4. Click OK.

To fine-tune the spacing (Word 2010). 

  1. Click the File tab, Options, Advanced.
  2. Go to absolute bottom of the Advanced options, and click to expand Layout Options.
  3. Tick “Do full justification like WordPerfect...” (this Options list is in alphabetical order).

To fine-tune the spacing (Word 2013 and above). 

Justification has been fixed so it’s no longer necessary to change anything. If you end up with text with too much spacing on a short sentence, read below.

Fixing a Short Sentence

If you ever have a very short sentence at the end of a paragraph that spreads out in spite of your adjustments, click behind the last character of that paragraph, and press Tab to close it up. Occasionally, you’ll have to reword to fill up space.

UPDATE: In Word 2013:

  • Click the File tab, Options, Advanced.
  • Go to absolute bottom of the Advanced options, and click to expand Layout Options.
  • Tick “Don’t expand character spaces on a line that ends with SHIFT-RETURN“.

This tip does not work if you use the Courier font. This is a monospaced (or non-proportional) font which is a typewriter-like, fixed-width font, and each letter occupies the same amount of space. Other computer fonts are variable-width (or proportional) and the software adjusts the spacing automatically. (This is why since the advent of computers, only one space follows a period, not two.)

BTW, you can receive regular computer tips from me by joining my private email list (and get lots of free stuff too). And if you want to dig deeper and register for one of my workshops or Webinars, it’s all on my Website.