How to Blow Up Your Blog With Microsoft Word

by on August 4, 2011 · 6 comments

Microsoft WordSo you’re settled in for the evening at your favorite spot on the couch with your laptop, finally ready to write that awesome blog post that’s been percolating in your mind for the past week while you watch your favorite show.

You fire up Microsoft Word and start writing.

Wait – Don’t Do It!

Why? Because after you write your manifesto and spend all that time formatting it how you want it, you’ll be in for a nasty surprise when you try to cut and paste it into your WordPress blog.

Cut and Paste from Microsoft Word will Blow Up Your WordPress Blog!

You WILL nuke your blog!

It’s fine to write your blog post in MS Word, especially since it’s much easier to read than if you used a plain text editor. But MS Word has an extensive set of XML tags that represents all of the content and formatting in your Word document.

If you cut and paste your blog post directly from MS Word into your WordPress visual post editor, it will generate something like this behind the scenes.

Microsoft Word Styling XML Codes

Microsoft Word Styling XML Codes

OK, so what will happen?

These XML codes will break style elements on your blog and ruin the look of it when viewing this post. After you spent all that work creating the perfect layout for your blog and crafting the perfect blog post, why risk ruining it all?

The Solution

There are three very simple solutions to avoid blowing up your blog.

#1: Write your post in MS Word, then copy and paste it into a plain text editor, such as Notepad, then copy and paste the Notepad version into your WordPress editor.

Sure, there are 3 steps here but how long does it take to copy and paste, really?

Then you format the subheadings and fonts to your liking, hit publish and voila!

Picture perfect blog post with no issues!

#2: Use the “Paste from Word” button that you’ll find in your WordPress Visual Post Editor.

Paste from Word Button in WordPress

Paste from Word Button in WordPress

Click this button just once to bring up the following editing box.
Copy and paste your text from MS Word into this pop up box. Click Insert.

Wordpress Paste From Word Editor

Now you’ll see that copy appear in The WordPress Visual Post Editor.

The WordPress Visual Post Editor

The WordPress Visual Post Editor

#3: Publish your blog post direct from MS Word 2007. Yes, it seems after years of having people blowing up their blogs, there’s a fix direct from Microsoft!

First, open up MS Word 2007 and click New from the Office icon in the upper left corner. Instead of choosing Blank Document, choose New Blog Post.

New MS Word Blog Post

Next you’ll be asked to register your blog so input your WordPress blog information as promted. This MS Word option also supports other blogging platforms but here at Expand2Web we highly recommend WordPress.

Once registered, start typing your post. The MS Word 2007 editor has the same essential look as when you create a blank document but notice the Blog Post tab where the Publish button is located.

MS Word Blog Post Editor

How To Check Your Blog Post HTML

Prior to publishing your blog post, click the button in your WordPress blog post editing screen that is labeled HTML.

You’ll notice right away that all your formatting is gone. Don’t panic…it’s still there in the Visual Editor. But here in HTML is where you should look for those funky XML codes from the earlier photo.

You should see your basic formatting HTML codes but if there’s anything that looks suspicious, delete it.

Switch back to the Visual Editor to check your formatting and then click Publish.

Now you can use Microsoft Word and WordPress together Without Nuking Your Blog!

Your only job now is to create quality content for your readers.

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Don is an entrepreneur based in Silicon Valley. He founded Expand2Web and is the publisher of the Expand2Web Blog, and the GetFiveStars Customer Feedback and Reviews service.

Don has written 313 articles on Expand2Web

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{ 6 comments… read them below or add one }

Nilesh Peshawaria August 4, 2011 at 8:30 am

Don, great tip. I’ve been doing it the long way (#1 way), but it so much easier to be able to write in MS Word and publish directly. Images in the post are also uploaded to the media library which is a big time saver.

WordPress users should remember to enable XML-RPC (Settings>Writing) so that MS Word can connect to the blog.

Reply

Don Campbell August 7, 2011 at 4:49 pm

Thanks Nilesh! Great point about remembering to turn on XML-RPC settings if you want to connect MS Word with your blog.

Reply

Eileen lonergan August 5, 2011 at 2:15 am

Don, thank you for this tip! Last week I had an issue where a client could not see the copy that I had put into her site via option #2 (copy and paste into the Word clipboard). She was using IE 9, and I could see the text in every other browser! I suggest using the text editor.

Reply

Don Campbell August 7, 2011 at 4:50 pm

You bet Eileen! Thanks for taking the time to leave a comment 🙂

Reply

Ed October 23, 2011 at 5:46 am

Hi,

I discovered a copy paste-tool (for the people who want to post plain and fast with just 2 clicks). It’s the freeware tool click.to . You copy your text in word –> click.to wordpad. then copy wordpad-text –> click.to wordpress. done.
thats fast and easy for quick posting.

Reply

stefan May 6, 2014 at 1:11 am

Great post to avoid all the additional codes when you paste direct from MS word. I will check the blog functionality in word. I assume after MS word 2007 this has only been better.

Reply

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