Converting from MS Word to Plain Text

Nearly every agent out there wants sample pages--sometimes multiple chapters--pasted in the body of an e-mail. Unfortunately, not all e-mail programs handle fancy text the same. What looks beautiful in your Word doc, and even in your e-mail draft, may come out unreadable on an agent's screen.

The answer is plain text, but converting to it is not always as simple as copy/paste. You can try telling your e-mail program to use only Plain Text, or you can copy from Word and paste into a txt file, but you still might get text with no paragraph breaks or questions marks where there should be quotation marks.

Hopefully this post will help you get past that.

Before you follow any of these steps, go into your Word doc and select "Save As...". These steps will make your beautiful Word doc plain, and you still want the pretty version to send when agents ask for your full MS.

Plus, we're working with global find/replace, which is easy to screw up.

Also, keep in mind I have Word 2010. I'm fairly certain all features mentioned here exist in older versions of Word, but they might not be where I say they are. If yours works differently, please say so in the comments.


PARAGRAPH BREAKS
If you let Word do your paragraph indents (which you should, it's easier), then converting straight to plain text will not only remove the indents but leave you with one giant block of text. You need paragraph breaks. Here's how:

1. Find/Replace (Ctrl-H).
2. Click "More >>" and look for Special or Special Characters.
3. Put the cursor in the Find box, and choose the Paragraph Mark special character. It should enter "^p" into the Find box.
4. In the Replace box, put two Paragraph Marks: ^p^p.
5. Click Replace All.

Now you should have an extra line between every single paragraph. When you paste it into plain text, the automatic line indent should go away (if it doesn't, it means you're manually spacing/tabbing your paragraphs; see the next section). You should be left with text that looks like every blog you've ever read.

You might want to skim through it to make sure there aren't too many line breaks anywhere. For example, I had to remove some of the extra lines around my chapter headings, because it was just too much.


TABS
Some folks manually space their paragraphs. That's okay, but it might not paste the way you want it to. Tabs and spaces aren't the same width in every font. In some cases, tab is treated as a single space, making your manual indents all but disappear.

To fix that, follow the Find/Replace procedure for paragraph breaks above, but instead of a paragraph mark, choose the Tab Character (^t) and leave the Replace box empty.


REMOVING ITALICS (OR OTHER SPECIAL FORMATTING)
This is tricky. Special formatting usually disappears in a straight conversion. Sometimes that's okay (your chapter titles don't need to be in bold), but sometimes that italicized emphasis can change the entire meaning of a sentence (i.e. "You did?" vs "You did?").

The official way to represent emphasis in plain text is with the underscore (e.g. "_You_ did?"), though you can tweak these steps to suit your needs:

1. Find/Replace (Ctrl-H).
2. With the cursor still in the Find box, click Format-->Font.... Under Font Style choose Italic (or whichever style you are searching for), then click OK.
3. Put the cursor in the Replace box, and select the Special Character "Find What Text". It should enter "^&" in the Replace box.
4. Put underscores on either side of that character: _^&_.
5. If you also want to remove the italics (pasting to plain text will do that for you, but there may be other reasons to do this in the Word doc), then with the cursor still in the Replace box, click Format-->Font.... Under Font Style choose Regular, and click OK.
6. Click Replace All.

Now all italicized words and phrases should have underscores around them. But if there's a sentence where the spaces weren't in italics (you can't see it, but Word knows), it could change from: "I hate you!" to "_I_ _hate_ _you_!" To fix this, do another Find/Replace:

1. In the Find box, type: "_ _" (underscore space underscore).
2. Click "No Formatting", since you're not looking for italics anymore.
3. In the Replace box, type a single space.
4. Click Replace All.

FANCY QUOTES, EM-DASHES, AND ELLIPSES
By default, Word converts a lot of otherwise normal characters to special ones. The special ones look pretty, but they don't always work when pasted into plain text.

• Quotation marks are converted into fancy quotes (“ ”, also called smart quotes or curly quotes) which in plain text sometimes come out as boxes, question marks, or other things. Apostrophes and single quotes are converted the same way.
• A double-hyphen (--) is converted into an em-dash (—) or an en-dash (–). In plain text, this sometimes is converted back into a single hyphen.
• Three periods in a row (...) are converted to a single ellipsis character (…). In plain text, this can come out as boxes or question marks, or as a very compressed ellipsis character (…).

I recommend you stop Word from doing all of these. To do that:

1. Go to AutoCorrect Options (in 2010, File-->Options-->Proofing; in older versions, it's in the Tools menu).
2. Go to the "AutoFormat As You Type" tab.
3. Uncheck the options you want it to stop (e.g. "Straight quotes" with "smart quotes", Hyphens with dash, etc).
4. For the ellipsis, you may have to go to the AutoCorrect tab. Under "Replace text as you type," remove the entry for the ellipsis.

If you already have these special characters in your MS, you can use Find/Replace to get rid of them. Copy/paste one of the fancy characters into the Find box, then Replace it with the regular one.


Phew! Did I miss anything? Get anything wrong? Let me know in the comments.