How to Use WPS Text Formatting on Windows

Use Text Formatting with 6 how-to topics, including opening the Text Formatting menu, using Smart Format Organizing, cleaning empty paragraphs and spaces, handling line breaks, setting first-line indentation, and changing paragraph separation; 6 are available without membership and 0 are membership-related.

How-to Index

How-to Guide

1. Open the Text Formatting menu

Entry point: Home → Text Formatting drop-down menu

1. Open the document you want to clean up.
2. Click the Home tab at the top of the window.
3. Click the Text Formatting drop-down menu.
4. Review the available formatting options.

Success Criteria

• UI state: The Text Formatting drop-down menu is visible.
• Next actions: You can continue with Paragraph Reflow, Delete Spaces, line break handling, and other commands.

Tips While Using

• Common mistakes: If no document is open first, the commands may not apply directly to document content.

2. Use Smart Format Organizing

Entry point: Home → Smart Format Organizing

1. Open the document and enter editing mode.
2. Click the Home tab.
3. Click Smart Format Organizing.
4. Wait for the app to finish cleaning common formatting issues.

Success Criteria

• UI state: Spaces at the start of paragraphs, empty paragraphs, or inconsistent indentation have been cleaned up.
• Next actions: You can review the document and save the result.

Tips While Using

• Common mistakes: Review the document structure first before applying cleanup to the entire file.

3. Clean empty paragraphs and spaces

Entry point: Home → Text Formatting → Delete Empty Paragraphs / Delete Spaces at Paragraph Start / Delete Spaces

1. Open the Text Formatting drop-down menu.
2. Select Delete Empty Paragraphs, Delete Spaces at Paragraph Start, or Delete Spaces as needed.
3. Check the paragraph layout and spacing after the command runs.

Success Criteria

• UI state: Extra blank lines, spaces at the start of paragraphs, or redundant spaces have been removed.
• Next actions: The document is ready for more editing, saving, or export.

Tips While Using

• Common mistakes: If the document intentionally keeps some spaces for layout, confirm the target content before running cleanup.

4. Handle line breaks

Entry point: Home → Text Formatting → Delete Line Breaks / Convert Line Breaks to Carriage Returns

1. Open the Text Formatting drop-down menu.
2. Select Delete Line Breaks to remove manual line breaks.
3. Or select Convert Line Breaks to Carriage Returns to change line breaks into paragraph breaks in batches.
4. Check whether the paragraphs are rearranged as expected.

Success Criteria

• UI state: The line break structure in the document has been updated.
• Next actions: You can continue with paragraph reflow or indentation settings.

Tips While Using

• Common mistakes: Before you remove line breaks, confirm which ones are used for real paragraph separation.

5. Set first-line indentation

Entry point: Home → Text Formatting → First-Line Indent of 2 Characters / Convert First-Line Indentation to Spaces

1. Open the Text Formatting drop-down menu.
2. Select First-Line Indent of 2 Characters to standardize paragraph openings.
3. If you need spaces instead, select Convert First-Line Indentation to Spaces.
4. Check the paragraph opening style.

Success Criteria

• UI state: The first-line indentation style is consistent across paragraphs.
• Next actions: You can continue adjusting empty paragraphs or save the document.

Tips While Using

• Common mistakes: Indentation and spaces are different formatting methods, so confirm the required style before applying changes.

6. Change paragraph separation style

Entry point: Home → Text Formatting → Convert to Empty Paragraph Separation Style / Add Empty Paragraphs / Paragraph Reflow

1. Open the Text Formatting drop-down menu.
2. Select Convert to Empty Paragraph Separation Style to separate paragraphs with blank lines.
3. Or select Add Empty Paragraphs to insert blank lines between paragraphs in batches.
4. If paragraph flow still looks incorrect, continue with Paragraph Reflow.

Success Criteria

• UI state: The paragraph separation style has changed.
• Next actions: The document is ready for review, editing, and saving.

Tips While Using

• Common mistakes: After adding empty paragraphs in batches, review page flow and spacing if the document is intended for formal layout.