How to Use WPS Text Formatting on macOS

Use WPS Text Formatting through 6 how-to topics, all available without membership; choose a topic from the index and follow the entry path and steps.

How-to Index

How-to Guide

1. Open the Text Formatting menu

Feature path: Home tab → Text Formatting drop-down menu

1. Open the Writer document that you want to clean up.
2. Click the Home tab.
3. Click the Text Formatting drop-down menu.
4. Review the available cleanup commands and choose the one you need.

Success Criteria

• Interface result: The Text Formatting menu opens.
• Next action available: You can choose commands such as Paragraph Reflow, Delete Spaces, or Delete Line Breaks.

Tips While Using

• Common mistake: If you do not check the target content first, the cleanup result may affect a wider range than expected.
• Environment note: The document must be editable.

2. Use Smart Format Cleanup

Feature path: Related tab or toolbar area → Smart Format Cleanup

1. Open the document that needs cleanup.
2. Click Smart Format Cleanup.
3. Run the cleanup action and wait for the document to finish processing.
4. Check whether spaces at the start of paragraphs, empty paragraphs, and first-line indentation have been adjusted as expected.

Success Criteria

• Interface result: Extra spaces at the start of paragraphs, empty paragraphs, or some indentation issues have been cleaned up.
• Next action available: You can continue with manual fine-tuning if needed.

Tips While Using

• Common mistake: Not saving the document first makes it harder to compare before and after results.
• Environment note: Large documents may take a little longer to process.

3. Remove empty paragraphs or extra spaces

Feature path: Home tab → Text Formatting → Delete Empty Paragraphs / Delete Spaces / Delete Spaces at Paragraph Start

1. Open the Text Formatting drop-down menu.
2. Choose Delete Empty Paragraphs, Delete Spaces, or Delete Spaces at Paragraph Start based on the issue in the document.
3. Run the command and review the document.
4. Confirm that extra blank lines or extra spaces have been removed.

Success Criteria

• Interface result: Unnecessary whitespace in the document is reduced.
• Next action available: You can continue editing paragraph styles or content.

Tips While Using

• Common mistake: Not checking whether some spaces need to be preserved for special content.

4. Handle line breaks

Feature path: Home tab → Text Formatting → Delete Line Breaks / Convert Line Breaks to Paragraph Returns

1. Open the Text Formatting drop-down menu.
2. Select Delete Line Breaks or Convert Line Breaks to Paragraph Returns.
3. Run the command and review the paragraph structure.
4. Confirm that manual line breaks were removed or converted as needed.

Success Criteria

• Interface result: Scattered line-break structure is processed into a more consistent layout.
• Next action available: You can continue with indentation or paragraph separation adjustments.

Tips While Using

• Common mistake: Not distinguishing manual line breaks from paragraph returns can change the document structure more than expected.

5. Set first-line indentation style

Feature path: Home tab → Text Formatting → First-Line Indent 2 Characters / Convert First-Line Indent to Spaces

1. Open the Text Formatting drop-down menu.
2. Choose First-Line Indent 2 Characters or Convert First-Line Indent to Spaces.
3. Run the command and check the beginning of body paragraphs.
4. Confirm that the indentation style is now consistent.

Success Criteria

• Interface result: Paragraph openings use a consistent indentation style.
• Next action available: You can continue reviewing or exporting the document.

Tips While Using

• Common mistake: Mixing character-based indentation and spaces can make paragraphs look inconsistent.

6. Adjust paragraph separation

Feature path: Home tab → Text Formatting → Convert to Empty Paragraph Separation Style / Add Empty Paragraphs / Paragraph Reflow

1. Open the Text Formatting drop-down menu.
2. Choose Convert to Empty Paragraph Separation Style, Add Empty Paragraphs, or Paragraph Reflow based on reading needs.
3. Run the command and read through adjacent paragraphs.
4. Confirm that paragraph separation is clearer and the reading rhythm is more consistent.

Success Criteria

• Interface result: Paragraph structure is clearer.
• Next action available: The document is ready for review, sharing, or printing.

Tips While Using

• Common mistake: Running cleanup repeatedly on an already standardized document can create extra adjustment work.