If you’ve ever tried editing newsletter fonts and text formatting in the IMN online HTML editor only to find that the changes you’re making aren’t taking effect, chances are Microsoft Word is getting in your way.

Microsoft Word documents are a great way to get pre-formatted copy into your newsletter. The IMN system lets you import Word documents directly, or you can cut and paste from a document into a newsletter article, often eliminating the need to retype the copy. 

While IMN honors the formatting rules and coding used in Microsoft Word documents, some versions of Word often don’t, which can lead to “locked” or un-editable copy when you want to further edit Microsoft Word copy with the IMN system. 

Fortunately, we’re well prepared for these situations and a few simple steps will stop the Word lockdown and let you go about your business.

There’s Something Lurking Behind the Scenes

When creating a Microsoft Word document, Word’s software (behind the scenes) is creating a set of instructions about how the text/images you’re entering should be displayed on screen. These instructions (depending on the version of Word you’re using) translate into a mixture of Microsoft Word markup code and/or HTML.

Unfortunately, the code generated by Word is often very restrictive and can prevent other software editors from successfully making changes. In typical IMN fashion, releasing your copy from Word’s constraints is easily accomplished.

The Code Sweeper

When editing newsletter articles or copy in the IMN online HTML editor, we provide a tool called the Code Sweeper to help clean up the Microsoft Word code blocking changes.

You can find the Code Sweeper in the lower left corner of IMN’s online HTML editor.  Click the  icon (the text “Code Sweeper” appears when you hover your mouse over it) to open it.

The Code Sweeper window opens, displaying a variety of choices. There are two targets we want to sweep to “unlock” the copy. The first selection we want is  “Microsoft Word mark-up.” This action will remove all Microsoft Word specific coding from the copy.

The second selection we want is “Span Tags.” Span tags are HTML tags that Microsoft Word often uses to create ultra-specific layout instructions and are another cause of “locked” copy. If sweeping the Microsoft Word mark-up doesn’t free your copy, sweeping the span tags will.

Once the copy is swept, you can go about your editing as normal.

If you have any questions, please contact me.  

Want to learn more from Brenden?  Here is a library of his most recent tips:

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