Extra Spaces at End of Lines

[JD McLeod]

I have an Access database that our offices uses to generate reports. The
reports are downloaded into an .rtf format and then saved as a Word document
and sent to our word processing department for finalization. The WP folks
add some special formatting and graphics that are too complicated for us to
do in Access. When the reports are opened in Word, we have found that there
is an extra space at the end of each line. All other words have one space
between them and each sentence end has two spaces after it (that's how our
boss wants it, with two spaces). Other than using a find and replace (find "
" " " and replace " "), is there a quicker or easier way to fix this? I was
wondering if there was something that i could do in Access. I am also
posting this question in the Access community. Thanks.

 

[Graham Mayor]

Without knowing anything about how the document is laid out and in what Word
version, questions like this are impossible to answer. What do you mean by
'line'. Is each line a paragraph? Is the space part of a field from your
Access data? You need to go back through the process and find where the
space was introduced. At a guess I would suggest it has something to do with
the irrational requirement to have two spaces after a sentence. This is a
word processor not a typewriter!

--
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Graham Mayor - Word MVP


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[JD McLeod]

I just realized that it is not extra spaces at the end of each line, but
rather a hard return at the end of each line.

 

[Suzanne S. Barnhill]

In that case, see http://sbarnhill.mvps.org/WordFAQs/CleanWebText.htm
http://gregmaxey.mvps.org/Clean_Up_Text.htm

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

 

[JD McLeod]

Thanks Suzanne, that worked. However, when i run the autoformat, it changes
the font to Times New Roman, but our firm's standard font is CG Times and
that is what is in the original document. Is there a way to prevent it from
changing the CG Times as the font style?

 

[JD McLeod]

In addition, it is resetting the font size to Times New Roman 12. Our
standards are for headings to be CG times 12 and all other text to be CG
times 11. If all were the same size font, it would be easy to jusst reapplly
the font style to the whole document, but with it like this, i would have to
go in and change the font for each section since there are different sizes in
use. Any help would be appreciated. I don't know a lot about word. i'm
more used to Excel and Access. thansk again.

 

[Suzanne S. Barnhill]

It sounds as if you need to limit the amount of formatting Word is applying
(by default I find it usually applies Body Text when I do this, so you might
want to make sure the font setting for that style is correct). Moreover, if
your styles are defined correctly, it should suffice to reapply the desired
styles. But if that doesn't work, then you can still use the Find and
Replace method.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org