When working with large documents in Microsoft Word, formatting is often a problem. Editing, adding and taking away graphics, and even making general changes can leave a lot of empty space. Small sections are easy to handle, and in Word, all you have to do to get rid of a blank paragraph is press the backspace key.
Benefits of documents that are shortened.
The main benefit of documents without too much spacing is that they are easier to read. The document is well-written and doesn’t have a lot of empty space. Sometimes, a line break or small space will show that one thought or section is over and the next one is about to start, but a large blank space in a Word document is not needed. A big space makes it take longer to read through a document and adds to the number of pages that printers need to print.
To save paper and ink and save money, it’s best to combine documents and even print them on both sides. When they are printed, documents with fewer spaces are just better for the environment. If the document is mostly used digitally, the spacing isn’t as important. Focusing on less space to make reading easier is still important and relevant if you want your text to flow well.
Get rid of empty lines in Word.
Simple blank lines are easy to get rid of. The size of the document will affect how easy it is to find the blank lines, though. When there are a lot of blank lines in a large document, the process takes longer. It’s easy to scroll through a few pages, but it’s best to use a more streamlined process when going through documents with hundreds of pages.
- Start at the top of each document and slowly read through each paragraph until you find the blank lines that don’t match the formatting.
- Place the cursor at the beginning of the line underneath the space.
- Make sure the cursor is in front of any text you want to read.
- To get rid of the single space, press the backspace key on your keyboard.
- If there are more than one unwanted space, keep pressing the backspace key until all unwanted spaces are gone.
Keep in mind that each space you remove will change the way the document is formatted further down. If the headings of sections are put on new pages on purpose, removing the spaces will move the headings to a previous page. On short documents, though, it’s easy to fix the formatting. As you scroll through the document, just pay attention to any headings that need to be changed.
Use Find and Replace.
With the find and replace function, it’s easier to set up large documents. With this feature, you can use a single function to get rid of all the extra spaces. It also has some custom controls, like a way to get rid of all the spaces but keep the breaks between paragraphs.
- Click the Home tab on the main toolbar to get started.
- Find the group of options called “Editing,” and then click on “Replace.” This will open a new box where it’s easy to remove spacing from a lot of words at once.
- Click Replace in the new box, then click More in the bottom left corner of the box.
- If you pick the Paragraph Mark option, a symbol for a paragraph will show up in the Find What section.
- Leave the section labeled “Replace With” blank and click Replace All. When you click the button, this will get rid of a lot of blank lines in Word.