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Remove extra spaces across multiple files with ease using Kutools for Word

AuthorAmanda LiLast modified

Removing unnecessary spaces in Word documents – especially when dealing with multiple files – can be a repetitive and time-consuming task. While Microsoft Word’s native Find and Replace only works on one document at a time, "Kutools for Word" simplifies this process with its "Batch Replace" feature. This powerful tool lets you quickly locate and remove extra spaces across several Word, HTML, and TXT files at once.

Batch Find and Replace dialog

Step-by-step guide to remove extra spaces using Kutools for Word

  1. In the Word document where you want to remove extra spaces, click the "Kutools" tab, then select "Batch Replace".
    Click Batch Replace in Kutools tab
  2. In the pop-up Batch Find and Replace window, click the "Add Row" button to create a search condition: Under the "Find" field, press the Space bar twice. In the "Replace with" field, press the Space bar once.
    Enter find and replace text

  3. Click the "Plus" button Add files button to add files, or add all files from a folder – to remove their extra spaces.

    Add files from folder
  4. Click the "Replace" button located at the bottom right of the window.
    Batch Find and Replace dialog

Once the operation is complete, the "Result" tab will show the replacements made.

Replacement result
 Tips:
  • Feel free to add more search conditions by clicking the "Add Row" button. This allows you to apply multiple find-and-replace rules in one batch operation.
  • To remove empty paragraphs, enter "^p^p" in the "Find" field and "^p" in the "Replace with" field.