How To Merge Word Documents and Keep Formatting

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In this tutorial, you will learn how to merge Word documents while retaining the original formatting. Combining separate files into a single document is often helpful when working on a project involving multiple Word documents.

However, simply copying and pasting the text can result in issues with formatting consistency. In this article, we will explore two methods for merging multiple Word documents while preserving the original formatting of each file.

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How To Merge Word Documents and Keep Formatting

1. Insert Text From A File Method

You can insert the text from another document while keeping the formatting by using the insert tab in MS Word. Here’s how to do it:

Step 1: Open a blank document. Open Microsoft Word and create a new blank document. This will serve as the base document for the merged file. Save this document manually.

Step 2: Prepare to insert Word documents. Move your cursor to the place you want to insert the next document. In the “Insert” tab, click the down arrow beside “Object” and select “Text from File.”

how to merge word documents and keep formatting

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Step 3: Merge additional documents. Select the next document you want to merge in the “Insert File” dialog window and click “Insert.”

Repeat this process for all documents you want to merge.

Press and hold “Ctrl” while selecting multiple documents to merge them simultaneously.

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2. Using The Compare And Combine Method

You can also use the Compare and Combine feature in the review tab of MS Word to merge Word documents while keeping the formatting intact.

Here’s how to do it:

Step 1: Open a Microsoft Word document.

Step 2: Click the Review tab.

Step 3: Click Compare.

Step 4: Select Combine from the drop-down menu. A pop-up window will appear to select the original and revised documents.

Step 5: Under Original document, select the original Word document you sent for review. Click the folder icon if you need to browse to the file location.

Step 6: Under Revised Document, select the additional Word document you want to merge. Click the folder icon if necessary to browse to the revised file location.

merge two documents without formatting

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Step 7: In the Label unmarked changes with box, type a name or phrase to identify who made the changes.

Step 8: Click More to access more options.

Step 9: Under Show Changes, select New Document.

Step 10: Select your preferences for the merge and click OK.

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Conclusion

By following one of the methods above, you can combine multiple Word documents into a single file while keeping the original formatting of each document intact.

Reviewing and adjusting the formatting of the final merged document will produce a polished result that maintains a consistent and professional appearance.

With this efficient process, you can easily merge your Word files and retain the custom formatting that is important to your project.

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People Also Ask

1. What if I have more than two Word documents I want to merge?

You can merge multiple Word documents by repeating the merge process. After merging two documents, save the merged file. Then use that merged file as one of the inputs to merge with another document.

Repeat this process until you have merged all the documents you need. You may need to resolve any conflicts or changes between the documents as you go through the multiple merges.

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2. What happens if there are changes or conflicts between the documents I’m merging?

When merging, you may encounter conflicts like changed text, formatting changes, or shifted content.

Word will flag these and let you review and resolve them by accepting/rejecting changes or merging formatting.

Resolving conflicts ensures the merged doc is accurate.

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