Formatting Issues

Fix Word Keep Text Only Still Applying Paragraph Spacing

Huma Ashraf Ch Sep 29, 2026 868 views

Question details

The user needs to remove unwanted paragraph spacing that persists when pasting text into a Word table, even after utilizing the Keep Text Only paste option.

How to Fix Microsoft Word Keep Text Only Retaining Paragraph Spacing

Product: Microsoft Word
Device & OS: not provided
Scenario: Pasting external or internal text into a Microsoft Word table cell while trying to strip away formatting.
Observed behavior: The pasted plain text inherits the destination cell's underlying paragraph spacing (such as 10pt spacing above/below), creating unwanted gaps in the table.

Before you start

Verify that your Word document is not locked for editing and check if the destination table has predefined styles applied that might force extra paragraph spacing.

Solution 1Recommended

Clear Paragraph Formatting Using Keyboard Shortcuts

Use Word's built-in shortcuts to instantly remove the destination cell's underlying paragraph spacing.

When you choose 'Keep Text Only', Word discards the source formatting but automatically applies the destination cell's underlying paragraph formatting. If the table cell was previously set to have spacing above or below, your plain text will adopt that spacing. Keyboard shortcuts are the fastest way to strip this away.

Select the affected text

Click and drag to highlight the pasted text or select the entire table cell where the unwanted spacing appears.

Reset paragraph formatting

Press Ctrl + Q on your keyboard. This instantly resets any manual paragraph formatting (like line spacing or before/after spacing) to the default normal style.

Clear character formatting (optional)

If the text height still looks incorrect, press Ctrl + Space to clear any residual character formatting.

Clear Paragraph Formatting Using Keyboard Shortcuts

Quick Tip: Memorizing Ctrl+Q (reset paragraph) and Ctrl+Space (reset font/character) is the most efficient way to troubleshoot sudden formatting glitches anywhere in Word.

Solution 2

Manually Set Spacing to Zero in Paragraph Settings

Directly modify the spacing values in the paragraph menu if you prefer to have granular control over the exact cell spacing.

Solution 3

Update Table Style for Multiple Tables

If you have many tables in your document, modifying the base table style will prevent this issue from recurring every time you paste.

Format Text and Tables Easily

Easily Manage Table Formatting with WPS Office

Avoid frustrating formatting glitches by using WPS Writer. WPS Office provides an intuitive, lightweight interface that gives you precise, hassle-free control over paragraph spacing and table styles while handling paste operations smoothly.

1. Open your document: Launch WPS Writer and open your existing document containing the target table.
2. Paste as plain text: Copy your source text, right-click the destination cell, and select the 'Keep Text Only' clipboard icon from the paste options.
3. Clear hidden spacing: Highlight the pasted text, navigate to the Home tab, and click the 'Clear Formatting' eraser icon to instantly strip away any inherited cell spacing.
4. Adjust paragraph globally: To adjust spacing values precisely, right-click the text, select 'Paragraph', and manually set the Before/After spacing to 0 pt.

Free and lightweight word processor100% compatible with Microsoft Word (.docx) formatsOne-click 'Clear Formatting' tool easily accessible on the Home tabAdvanced table design options without the interface clutter

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Frequently Asked Questions

Why does 'Keep Text Only' not remove paragraph spacing?

'Keep Text Only' strips away the original font styles, sizes, and colors (character formatting) from the source text. However, the pasted plain text is forced to adopt the underlying paragraph formatting—like line spacing, indents, and before/after spacing—of the specific destination cell it is pasted into.

How do I change the default paragraph spacing for all new Word tables?

You must modify the default Table Style. Click inside a table, go to the Table Design tab, right-click the 'Table Grid' style (or your preferred default), and choose 'Modify Table Style'. Click Format > Paragraph, change the spacing to 0 pt, and select 'New documents based on this template' before clicking OK.

What is the difference between Ctrl+Space and Ctrl+Q in Word?

Ctrl+Space removes manual character formatting (such as bold, italics, or font color) to match the default paragraph font. Ctrl+Q removes manual paragraph formatting (such as custom line spacing, indents, or spacing before/after) returning the paragraph to its base style rules.

Can I use Paste Special to fix table formatting issues?

Using Paste Special (Home > Paste > Paste Special) and selecting 'Unformatted Text' achieves the same initial result as the 'Keep Text Only' option. If the destination cell itself has heavy paragraph spacing configured, you will still need to use Ctrl+Q or manual paragraph settings to reset it.

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