Eliminate Excess Word Formats

BY STANLEY ZAROWIN

Q. When colleagues send me Word documents that I have to incorporate into my own report, the material usually contains all sorts of formatting—multiple fonts, bold and italic type, underlined words and different indents. It’s very annoying to change the formats so the text of my final document looks consistent rather than like a jumble of styles. Is there a way to do that without having to change each one—one at a time?
A. I share your concern: The editors of the JofA get material for articles that contains a wide assortment of styles. If we had to remove each format one at a time, we would spend endless time mouse-clicking. The answer to your question is yes, thankfully, there are shortcuts that speed the job.

If you highlight all the text of the multiformatted document (Ctrl+A) and press Ctrl+Shift+Z or Ctrl+Spacebar, you’ll remove all explicit character formatting—bold, italic, underline.

If you want to remove any explicit paragraph formatting and return a paragraph to its style-defined defaults—indents, tabs, line spacing—highlight the text and use Ctrl+Q. And if you want to quickly apply the Normal style to text, highlight the text and press Ctrl+Shift+N.

SPONSORED REPORT

Revenue recognition: A complex effort

Implementing the new standard requires careful judgment. Learn how to make significant accounting judgments and document them and collaborate with peers for consistent application.

VIDEO

How to Excel pivot a general ledger

The general ledger is a vast historical data archive of your company's financial activities, including revenue, expenses, adjustments, and account balances. J. Carlton Collins, CPA, shows how to prepare data for, and mine data with, PivotTables.

QUIZ

News quiz: Taking an economic snapshot and looking to the future

Recent news included IRS actions that affect individuals and partnerships and a possibly influential move by a Big Four accounting firm.Take this short quiz to see how much you know about the news.