Aim of this article:
- To help you learn to copy and paste from Microsoft Word the RIGHT WAY
During my time as a web professional I have learnt and seen some amazing and beautifully laid out web sites. I have also gained a lot of experience as a formatting panel beater and have had to work with some pretty shocking things that I will not scare you with today.
Today you will learn some very basic formatting rules in Microsoft Word to help you produce content that will look awesome in the front and back end of your WordPress site. You will also learn to improve your proficiency in MS Word as a bonus. Use the numbered image below as a reference.
At the end you will be able to download the document in the image and try out the copying and pasting the right way.
If you have formatted your headings correctly you won’t have WordPress ignore your formatting.
The wrong way:
Don’t create heading text by making the font size bigger and making it bold. WordPress will ignore this and your text will be pasted as normal text.
The right way:
Assign a heading format to your text by using he heading buttons in Word’s home command ribbon
click to enlarge
2. Paragraph Alignment
WordPress will keep the paragraph alignment you have in Word when you copy it over.
3. Line breaks and paragraph breaks
Ever wonder why sometimes there is a gap between paragraphs and other times you have to hit enter twice to get that same gap?
The difference in these gaps depends on how and where the enter or return button was pressed. In Word, hitting enter will automatically create a paragraph break. Hitting enter in the WordPress visual editor also creates a paragraph break. Hitting enter in the WordPress text editor will create a line break.
When do I use a paragraph break?
When you want to start a new paragraph. Naturally.
When do I use a line break?
- Well you can use a line break when you’re using lists and you don’t quite want to create a new list entry.
Use a line break so that another bullet or number is
- Like here.
The WordPress visual editor
(click to enlarge)
The WordPress text editor
(click to enlarge)
4. Heading Hierarchy
Here is a general guideline of when to use each heading:
- Heading 1 – Use this for the title of an article or page Because we are writing an article, the title of the article would use heading 1.
- Heading 2 – (marked in the reference image as number 4) Each main section of the article would use heading 2.
- Heading 3 – Now if you had sub sections within the main sections the first one would be heading 3.
- Heading 4, 5 and 6 – If your sub section required further headings, then the first one after heading 3 would be heading 4. The next heading within this sub section would be heading 5. The next would be heading 6.
5. Creating a table of contents
What if I told you that the table of contents you create in Word, becomes a magical living breathing thing when you paste it into WordPress? This means each entry in the table of contents becomes a link and when you click on that link the page automatically jumps to that heading. No scrolling required.
Its easy. Simply move your cursor to where you want the table to be inserted. Open the references tab and then table of contents. You can choose from one of the styles and then simply click on the one you like. Voila it appears.
(click to enlarge)
Once your Word document has been polished to perfection, use the uber-efficient keyboard shortcuts:
Press Ctrl + A – selects everything in your Word doc. then
Press Ctrl + C – copies everything to the computer’s clipboard. then
click over to the WordPress post or page you are busy editing. Place the cursor where you want your content to start. then
Press Ctrl + V – this pastes the contents of the computer’s clipboard into the WordPress editor.
Just one edit:
The table of contents heading will need to formatted to your heading preference.