When importing a Word document, or DOCX format, there are a couple things you can do prior to import that can improve the look of your document after import. These would be a) converting auto-text to plain text, and b) removing unneeded sections breaks. Below are steps on how to do both.
Converting auto text to plain text
This step will convert any auto text found in the Word document into plain text. Auto text usually includes items like numbered lists. For importing items like legal documents, this can be quite handy. To convert the auto text, you'll actually need to use Visual Basic but I promise its quite easy and only a few steps. Here is how to run it the process:
- Open the document in Word that you wish to convert
- Press ALT+F11 to display the Visual Basic Editor
- On the View menu, choose Immediate Window and type the following: ActiveDocument.ConvertNumbersToText and press Enter
- Close the Immediate Window
- Re-save the Word document
Remove unneeded section breaks
As to why you'd want to run this step, when you import a Word file into Wdesk, it creates a section in the Wdesk document for each 'Section Break' it find in your Word file. This often ends up creating many unwanted sections upon import. Furthermore, in Word you won't visibly see the Section Breaks unless you have non-printing characters turned on. This is how it looks in Word:
To prevent the import from creating all those pesky sections, you can simply remove the section breaks in Word prior to import. Here's how to go about it:
- In the Word file, choose Replace
- From this window, expand the Special drop-down menu to tell Word to find Section Break, like so:
- For the Replace with field, keep it blank, which will simply remove the section break when you run it.
- Then, either replace them one-by-one, or do a Replace All. Removing one-by-one or all is your discretion, of course, and depending on the size of the file and how many sections you want can determine if you should or want to remove all of them.
- When finished, save the Word file
Now that one or both the above have been done, you can now import the newly saved Word document into Wdesk.
Hope both of these are helpful. If you do have any questions on the process or need anything else, just let me know and I'm happy to help. Happy importing!