Word: Keep Formatting While You Polish the Content (Step-by-Step)

Want to rewrite and improve your wording without breaking fonts, colors, or paragraph breaks? Below are reliable workflows that let you polish text in Microsoft Word while preserving existing formatting and layout./p>

• Method 1 — Use Editor to polish wording (format stays intact)
• Method 2 — Kutools for Word: Keep Format Polish ✅

Method 1 — Use Editor to polish wording (format stays intact)

Steps

1. Open the Word document you want to polish.
2. Click Review ▸ Editor → the Editor pane appears.
   
3. In the pane, work through Spelling, Grammar, and Clarity suggestions.
   
4. Accept or ignore per item. Styles (Heading 2, Body Text, list bullets, etc.) remain unchanged.
   For example, click Grammar to view suggestions. You can Accept or Ignore each one, and it will automatically move to the next.
   If you do not do any operation, click the arrow (>) to move to the next one.
   
5. Clarity provides guidance on what to improve, but it doesn’t offer exact rewrites. You’ll need to revise the text yourself based on its suggestions.
   

Tip: If a suggestion would alter capitalization you need to keep (e.g., brand names), ignore that item.

Add other tools when

You want polished rewrites/tone shifts (e.g., Kutools for Word – Keep Format Polish).

Method 2 — Kutools for Word: Keep Format Polish ✅

🚀 Install Kutools for Word — free 30-day trial

Best for: rewriting selected text while guaranteeing its original styles (headings, fonts, spacing, lists) remain untouched.
What it does: Rewrites content in place and keeps the existing formatting—no style resets, no layout drift.

Steps

1. Go to Kutools tab ▸ AI ▸ Keep Format Polish.
   
2. In the pop-up dialog:
   • Choose tone (e.g., Formal/Clarity/Conciseness).
   • Select the contents (selection/paragraph/page/entire document) you want to improve.
     
3. Click OK.
4. A new polished document will be generated and displayed side-by-side with the original. A toolbar will also appear.
5. When you click anywhere in the polished document, the original document will automatically scroll to the corresponding location, and the toolbar will show the comparison between the original text and the polished version.
6. You can choose to replace the original text, insertthe polished text below it, change the polishing style, and re-polish the selected content. If you click on an area that has not been polished, the toolbar will display “No changes.”
7. After reviewing all the changes, if everything looks good, you can click Done to exit the toolbar, but keep the polished document open.

Why people choose it

• Keeps styles 1:1 (headings, list levels, spacing, character styles).
• In-place result—no copy/paste mismatches.
• Fast iteration with tone controls.

Tip: Combine with Track Changes to review every rewrite safely.

🔥 Especially worth mentioning: our AI features can be used 500 times for free — just download Kutools, no key or activation required. Enjoy 500 free AI uses right out of the box!