OmniDocCopy the formula to Word and convert it to normal text
When copying formulas from a web page, PDF or another Word document to Word, how to keep the editable formulas, how to convert them to ordinary text, and how to check whether the symbols, superscripts and subscripts, and typesetting are complete after conversion.
Key points of this article
- When formulas are copied and pasted directly from a Word document, the formula object can be retained and can still be edited by double-clicking it later.
- First determine whether the selected formula object or picture is selected. Pictures cannot be converted into text and need to be re-entered or recognized.
- After converting to ordinary text, fractions, superscripts and subscripts will become linear writing, and must be checked one by one against the original text.
- The formulas of the scanned PDF cannot be copied directly. OCR recognition must be done first, and then the recognition results can be checked.
- Select the method of retaining only the text when pasting to avoid formula formatting being brought into the document.
When writing papers, reports, or organizing homework, you often need to import formulas from elsewhere into Word. After pasting directly, the formula sometimes turns into a string of squares or question marks, sometimes the layout is misaligned, and sometimes it simply turns into a picture that cannot be modified. If you want to turn it into text that can be read and edited, or unify it into a normal text format, you must first figure out where the formula comes from and what kind of object it is in Word.
This article is for people who need to put formulas into a Word document and want to convert them into ordinary text. After reading, you will be able to judge which copy method to use, know how to convert formulas into ordinary text in Word, and check whether there are any lost characters or typographical errors after conversion.
How to copy formulas into Word? One sentence conclusion
Whether the formula can be retained and converted into ordinary text mainly depends on its source. The source determines whether the formula is an "object" or a "picture", and the two are treated completely differently.
| your situation | Recommended practices | reason |
|---|---|---|
| The formula comes from another Word document | Copy and paste directly and keep the formula object | The original structure is intact and can still be edited by double-clicking after pasting. |
| The formula comes from the web page or text version PDF | First paste into plain text and check the position, then re-enter in Word or rewrite it into linear writing. | Web pages and PDFs often contain hidden formats when copied, and symbols are easily misplaced. |
| It needs to be handed over to others in plain text, or put into code or Markdown | Convert to linear text or LaTeX writing | Plain text does not rely on Word objects and has good cross-software compatibility |
| The formula is in the scanned copy | Do OCR recognition first, and then check the formula content | The formulas in the scanned document are images, and you will not get text by copying them directly. |
| Formulas need to be round-tripped between Word and LaTeX | Use an editor that supports conversion between Word and LaTeX | Reduce manual rearrangement, formula structure is easier to maintain |
Before you start: Confirm these points first
Taking a minute to judge before taking action can avoid realizing that the method is wrong after you finish it.
- Confirm whether the formula object or picture is selected. Click the formula in the source document. If an independent edit box or formula-related tool options appear, it means it is a formula object; if it is just a whole screen without any editable state, it is a picture. The picture cannot be converted into text, and the formula can only be re-entered or recognized.
- Confirm whether you want "editable formula" or "readable text". The formula object retains the structure of fractions, radicals, and superscripts and subscripts; ordinary text will compress them into linear writing, such as writing fractions as "a/b". The two have different uses, and if you choose the wrong one, you will have to rework more later.
- Find the original file. If you have the original Word document, LaTeX source file or manuscript before typesetting, copy from these files first. The formula copied from the original has a complete structure and a low probability of error.
- Prepare proofreading materials. After conversion, you need to compare it item by item with the original text, so please keep the original page or formula comparison table. Both machine recognition and automatic conversion may miss symbols, requiring manual verification of important formulas.
- Confirm the format requirements of the target document. If the journal or institution has regulations on formula format, first check clearly whether the requirement is to retain the formula object or only in text form, and then decide the degree of conversion.
Steps to convert formulas to ordinary text in Word
- Open the target Word document and place the cursor where you want to place the formula.
- Go back to the source document and select the entire formula. Do not select just one symbol, otherwise the structure will be missing after pasting.
- Press Ctrl+C to copy (Command+C for Mac users).
- Back in Word, press Ctrl+V to paste. If the paste option appears, choose to retain one item of the formula object so that you can continue editing later.
- Select the pasted formula and look for the conversion option in the right-click menu or formula tool related to the formula. The name usually contains the words "normal text" or "text". The location may be different in different versions. If you cannot find it, you can search for "convert formulas to text" in Word's Help.
- After conversion, check whether the fractions, radicals, superscripts and subscripts, and brackets are complete one by one. Linear writing usually uses slashes or brackets to represent fractions, which need to be manually organized into a readable form.
- If the entire document needs to be unified into plain text, you can first paste the content into a plain text editor such as Notepad, and then copy it back to Word from there. This can remove hidden formatting, but the formula structure will also be lost. It is only suitable for scenes that do not need to be typeset again.
- Save the document, then re-open it and check to make sure the formulas still display properly after the file is reloaded.
If the formula comes from PDF, you can use OmniDoc's desktop client or OmniDoc web version's PDF tool to process it: the scanned version is first OCR recognized, then exported to Word, and finally the formula is checked according to the above steps. OCR results require manual confirmation one by one, and recognition errors will not be automatically prompted.
Check each item after completion
Symbols and structures are prone to problems after formula conversion. The following checklist can help you quickly identify errors.
| Check items | How to see | What to do if there is a problem |
|---|---|---|
| formula completeness | Compare the original text and check item by item whether the numerator, denominator, brackets, superscripts and subscripts are complete. | Return the missing part to the source file and copy it again, or fill it in manually |
| special symbols | Whether Greek letters, sum signs, and radical signs are displayed as question marks or boxes | Use the formula editing function of Word to re-enter, or change to LaTeX writing method |
| structural relationship | Whether the fraction becomes "a/b", and whether the range of the root sign can still be seen? | Re-format the formula object or organize it into clearer linear writing. |
| Editability | Can double-clicking a formula enter the editing state? | It cannot be edited because it is already a picture and the formula needs to be re-inserted. |
| typesetting | Are the line spacing, alignment, and numbering confusing? | Unify the paragraph format and re-insert the paragraph where the formula is located if necessary |
| Open the file again | After closing and reopening, is the formula still normal? | Check the saving format, and if necessary, save it as a Word document and check again. |
📊 Core comparison
There are three common ways to put formulas into Word, each with different uses and risks.
| Way | Can you continue editing? | Suitable for the scene | Main risks |
|---|---|---|---|
| retain formula objects | Yes, double-click to modify | Papers, reports, documents that need to be revised repeatedly | Formatting differences may occur when pasting across software |
| Convert to normal text or linear writing | Yes, but the structure will be simplified | Deliver as plain text, write code or email | The hierarchical relationship between fractions, superscripts and subscripts will be lost. |
| Convert to image | Cannot modify content | Scenes that only need to be displayed and do not need to be modified | It cannot be searched or modified. If the content is wrong, it can only be redone. |
❓ Frequently Asked Questions (FAQ)
1. Why does the copied formula turn into a picture?
If the formulas in the source document are pictures, or are obtained from screenshots or scans, they will only be pictures when copied. Replace with the original formula object or re-enter the formula to get editable content.
2. What should I do if the formula copied from PDF is garbled?
When copying formulas from text version PDF, symbols, superscripts and subscripts are often misaligned due to typesetting. It is more secure to paste it into a plain text position first and then manually sort it out. The scanned PDF cannot be copied directly and needs to be OCR recognized first. After recognition, it must also be checked item by item.
3. How to make the pasting default to normal text in Word?
Select the Keep text only option when pasting to allow the content to enter the document as plain text. If you want to change the default paste behavior permanently, you can find paste-related settings in Word's option settings. The specific location varies by version.
4. Can the formula be turned back into a formula after it is converted into ordinary text?
Can. Just use the formula editing function to re-enter. If your document is used back and forth between Word and LaTeX, it can also be processed in UniDoc web editor, which supports conversion between Word and LaTeX and can edit formulas.
📝 Summary
How to copy formulas into Word? The key is to first determine whether the formula is an object or a picture, and then decide whether to retain the formula structure or convert it to ordinary text. After conversion, check the original text item by item to check symbols, superscripts and subscripts, and formatting. This is the last step to ensure that the formula is correct.
