Microsoft Word - Fixing Formatting Issues
Understanding Common Formatting Issues in Word
Microsoft Word is a powerful word processing tool, but formatting issues can sometimes be frustrating. This guide covers the most common formatting problems and their solutions.
Quick Fixes for Formatting Problems
Clear Formatting
One of the quickest ways to fix formatting issues is to clear all formatting:
- Select the problematic text
- Home > Clear All Formatting (the eraser icon) or press Ctrl+Spacebar
Show/Hide Formatting Marks
Viewing formatting marks can help identify hidden formatting issues:
- Click the paragraph symbol (¶) on the Home tab
- Look for unexpected paragraph marks, section breaks, or spaces
Fixing Text Formatting Issues
Inconsistent Font Problems
To fix inconsistent fonts throughout your document:
- Select all text (Ctrl+A)
- Home > Font dropdown to select your desired font
- To prevent future issues, use styles instead of direct formatting
Character Spacing Issues
If text appears stretched or compressed:
- Select the affected text
- Home > Font dialog box launcher (small arrow in bottom right corner)
- Click the "Advanced" tab
- Adjust "Spacing" from "Expanded" or "Condensed" back to "Normal"
Fixing Paragraph Formatting Issues
Spacing Problems
To fix inconsistent paragraph spacing:
- Select the paragraphs with spacing issues
- Home > Paragraph dialog box launcher
- Under "Spacing," set "Before" and "After" values as needed
- Check "Don't add space between paragraphs of the same style" if appropriate
Indentation Issues
To correct problematic indentation:
- Select the affected paragraphs
- Home > Paragraph dialog box launcher
- Under "Indentation," adjust "Left" and "Right" values
- For first line indents, use the "Special" dropdown
Working with Styles Effectively
Updating Styles
To fix formatting by updating a style:
- Format one paragraph exactly how you want it
- Right-click the style in the Styles gallery
- Select "Update [Style Name] to Match Selection"
Style Inspector
To identify and fix style issues:
- Home > Styles dialog box launcher
- Click the "Style Inspector" button (magnifying glass)
- Examine the formatting information and remove unwanted formatting using the "Clear" buttons
Fixing Page Layout Issues
Section Break Problems
Unexpected layout changes often result from section breaks:
- Show formatting marks (¶)
- Locate section breaks (appear as double dotted lines with "Section Break" text)
- To remove, select the section break and press Delete
- To modify, double-click in the header/footer area near the break and adjust settings
Column Formatting Issues
To fix column problems:
- Select the text with column issues
- Layout > Columns
- Choose your desired column format or select "More Columns" for additional options
Fixing Bullet and Numbering Issues
Inconsistent Bullet Formatting
To standardize bullets throughout a document:
- Select all bulleted lists
- Home > Bullets dropdown
- Choose "Define New Bullet" to set a consistent bullet style
Numbering Sequence Problems
To fix numbering that restarts incorrectly:
- Right-click the problematic numbered item
- Select "Continue Numbering" to continue from previous list or "Set Numbering Value" for custom options
Document-Wide Formatting Reset
Using Templates to Fix Formatting
For severe formatting problems, consider using a template:
- Select all content (Ctrl+A) and copy (Ctrl+C)
- File > New to create a new document based on a clean template
- Paste your content using "Paste Special > Unformatted Text" to remove all formatting
- Apply fresh formatting using styles
Using Find and Replace for Formatting
To find and fix specific formatting issues:
- Home > Replace or press Ctrl+H
- Click "More" for advanced options
- Click "Format" button and select the formatting to find
- Click in the "Replace with" field, then click "Format" to set replacement formatting
- Click "Replace All" or "Replace" to fix formatting
Troubleshooting Headers and Footers
If headers and footers display inconsistently throughout your document:
- Double-click in the header or footer area
- Check if "Different First Page" or "Different Odd & Even Pages" is selected on the "Header & Footer Tools" tab
- Look for section breaks that might be causing header/footer changes
Need Additional Support?
If you have any questions or need further assistance, please contact the ITS Help Desk:
- Call: (618) 650-5500
- Email: help@siue.edu
- Visit: Lovejoy Library Room 0005 during regular business hours.
This guide aims to provide useful information, but as technology changes, interfaces or steps might vary. Please use the Comment button to let us know if anything differs from your experience. Your feedback helps us keep this information accurate. Thank you!