Automatically Formatting an ASCII File

Written by Allen Wyatt (last updated July 11, 2020)
This tip applies to Word 97, 2000, 2002, and 2003

One of the biggest problems in formatting what was previously an ASCII file is modifying it so there are only hard returns at the end of paragraphs. Most ASCII files have a hard return at the end of every line of the file, and two hard returns at the end of every paragraph. If you have an ASCII file that is formatted like this, such as something you downloaded off the Internet, the following macro will be invaluable. It formats an entire file so there are only hard returns at the end of paragraphs.

Sub ConvertASCII()
    Fmt "^p^p", "{|}"
    Fmt "^p", " {@}"
    Fmt " {@}", " "
    Fmt "{@}", " "
    Fmt "{|}", "^p"
End Sub

Sub Fmt(sFromWord, sToWord)
    Set myRange = ActiveDocument.Content
    myRange.Find.ClearFormatting
    myRange.Find.Execute FindText:=sFromWord, _
      ReplaceWith:=sToWord, MatchCase:=0, _
      Replace:=wdReplaceAll
End Sub

You should run the ConvertASCII macro. It calls the Fmt macro several times to replace various combinations of return characters to get toward the desired result.

Note:

If you would like to know how to use the macros described on this page (or on any other page on the WordTips sites), I've prepared a special page that includes helpful information. Click here to open that special page in a new browser tab.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (187) applies to Microsoft Word 97, 2000, 2002, and 2003.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. Learn more about Allen...

MORE FROM ALLEN

First and Last Names in a Page Header

When you have a worksheet that includes a long list of names, you may want the first and last names on each page to ...

Discover More

Converting UNIX Date/Time Stamps

If you import information generated on a UNIX system, you may need to figure out how to change the date/time stamps to ...

Discover More

Duplex by Default

Many printers these days have the capability to print on both sides of a piece of paper. You may want Word to use this ...

Discover More

Discover the Power of Microsoft Office This beginner-friendly guide reveals the expert tips and strategies you need to skyrocket your productivity and use Office 365 like a pro. Mastering software like Word, Excel, and PowerPoint is essential to be more efficient and advance your career. Simple lessons guide you through every step, providing the knowledge you need to get started. Check out Microsoft Office 365 For Beginners today!

More WordTips (menu)

Reversing Type

Most text appears black on white, not white on black. If you want to change this so that your type is reversed, here's a ...

Discover More

Retaining Explicit Formatting after Applying Styles

The formatting in a document is often a mix of styles and explicit formatting, applied over time. You may want to apply ...

Discover More

Hanging Indent Shortcut

You can use the menu commands to adjust the indent applied to a paragraph. If you want to format a hanging indent, Word ...

Discover More

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

Notify me about new comments ONLY FOR THIS TIP

Notify me about new comments ANYWHERE ON THIS SITE

Hide my email address

What is 9 - 8?

2023-12-04 15:06:32

Bill Jeffrey

Re formatting an ASCII file - paragraph marks. Assuming you are doing this as a one-off, and not habitually, Word's FIND and REPLACE can do the same thing without the bother of creating a macro. Just FIND ^p^p and REPLACE it with a tilde, for example. Then FIND ^p and REPLACE it with a space. Then FIND the tilde and REPLACE it with ^p (or with ^p^p if you want a blank line between paragraphs). Add ^t in the REPLACE field if you want a tab at the beginning of the paragraph.

This Site

Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.