How Do You Make Plain Text? Easy Formatting Tips & Tricks

Plain text is the simplest, most durable way to store words. It’s just characters and line breaks—no fonts, no bold or italics, no colors, no hidden code. That simplicity is why plain text always opens, always copies cleanly, and always plays nicely with search, version control, and automation. If you’ve ever pasted something from the web into an email and watched the fonts explode, or tried to upload a résumé only to see your formatting get mangled, plain text is the antidote.

This guide walks you through exactly how to create plain text on every major platform, how to convert already-formatted content into plain text, and how to paste without formatting in the most common apps. You’ll also learn when plain text is the right choice, where it falls short, how to keep it readable, and what to do when a program refuses to cooperate. By the end, you’ll have a simple, repeatable workflow that saves time and headaches, whether you’re a student turning in assignments, a professional sending clean emails, or a developer cleaning logs.

Plain Text, Explained in One Minute

Plain text is text only. That means the file contains characters (letters, numbers, punctuation, spaces) and control characters like line breaks. It does not contain style instructions. If you open a plain-text file in any editor—Notepad, TextEdit, a code editor, even a web browser—you’ll see the same words in the system’s default font.

Two details help you sound like you know what you’re doing:

File extension: plain-text files typically end in .txt, but many other plain-text formats exist (for example .md for Markdown, .csv for comma-separated data, .json for structured data).
Encoding: modern plain text is almost always UTF-8, which means it can include characters from nearly every language, plus symbols and emoji. ASCII is an older subset; UTF-8 includes ASCII and more.

If there’s bold or colored text, it’s not plain text. If it’s just characters and line breaks, it is.

Why You’d Choose Plain Text

Portability: opens on any device, software, or operating system—now or in ten years.
Predictability: copy/paste doesn’t carry unwanted fonts, sizes, or colors.
Searchability: every search tool understands plain text.
Size: files are tiny and fast to send.
Compatibility: the safest content to paste into forms and applicant tracking systems.
Version control: change tracking and diffs are crystal clear.

Plain text is the “smallest viable format.” If your words matter more than your layout, it’s the right choice.

How to Create Plain Text from Scratch (By Device and App)

Windows 11

Notepad method
1. Open Notepad from Start.
2. Type your content.
3. File → Save As → pick a folder.
4. Name it with .txt at the end and confirm Encoding is UTF-8.
5. Save.
Word method (when you start in Word but want plain text)
1. File → Save As.
2. Choose “Plain Text (*.txt).”
3. In the dialog, keep default options or choose UTF-8.
4. Save.
Paste without formatting (Windows, most apps)
Use Control+Shift+V when available to paste as plain text. If the app doesn’t support it, paste into Notepad to strip formatting, copy again, then paste into your destination.

macOS Sonoma (and newer)

TextEdit method
1. Open TextEdit.
2. Format → Make Plain Text.
3. Type or paste your content.
4. File → Save, name with .txt, ensure UTF-8, and save.
Pages/Keynote/Numbers (one-off plain paste)
Use Option+Shift+Command+V (Paste and Match Style) to drop text in without carrying formatting.
Word for Mac
1. File → Save As → “Plain Text (.txt).”
2. Choose UTF-8 if prompted.
  For pasting, Edit → Paste Special → Unformatted Text is your nuclear “make it plain” option.
Google Docs in Safari/Chrome
Use Command+Shift+V to paste without formatting. To produce a .txt, File → Download → Plain Text (.txt).

Chromebook (ChromeOS)

Use the built-in Text app or any editor extension.
In web apps like Google Docs, Command+Shift+V (Mac) or Control+Shift+V (Windows/Linux keyboards) typically pastes without formatting.
File → Download → Plain Text (.txt) to export.

Linux (any desktop environment)

Use any text editor (Gedit, Kate, Mousepad).
Save with .txt and UTF-8 encoding.
Most desktop apps support a “paste without formatting” option in the Edit menu; otherwise, paste into your text editor first to strip style.

iPhone / iPad (iOS 18)

Notes app
Create a new note. To ensure you’re staying plain, use the simple note (not a checklist or heading style). When you paste from the web, tap and hold and choose “Paste and Match Style” if offered; otherwise paste, then use the Aa formatting tools to switch the pasted section to “Body” and clear any styling.
Mail app
Compose your message. Paste as usual; if unwanted styles appear, select the pasted text, tap the format button, and choose “Clear Formatting.” To make the entire message plain text, some accounts offer “Plain Text Mode” in account settings; otherwise, paste into Notes first, copy, then paste into Mail.
Third-party editors
Many iOS editors treat content as plain text by default (look for options labeled “Monospace” or “Plain”). Paste into those, or use Shortcuts to “Make Plain Text” and copy back.

Android (2024/2025)

Google Keep or any simple notes app
Create a note and paste. If formatting sneaks in, use the app’s “plain text” or “clear formatting” option (varies by vendor).
Gmail app
Paste your content. If styling persists, paste first into Keep to strip it, then copy and paste into Gmail.
Third-party keyboards and clipboards often include “paste as plain text” actions; look for a small “T” icon or a clipboard menu.

How to Convert Existing Formatted Text Into Plain Text

The “scratch pad” move
Paste anything messy into a plain-text editor (Notepad, TextEdit in plain-text mode, a simple notes app). Copy it out again. Now it’s plain.
Save As
In Word, Pages, or Google Docs, save or download as “Plain Text (.txt).” This removes all styling.
Paste without formatting
Use the app’s plain-paste shortcut (Control+Shift+V on Windows, Command+Shift+Option+V or Command+Shift+V on Mac/web). Not every app supports it; try the Edit menu for “Paste and Match Style” or “Paste without formatting.”
Online converters
If you’re stuck in a browser on a locked-down system, search for “plain text converter,” paste your content into a reputable tool, then copy the result. Always review the output for privacy—don’t paste sensitive data into a random site.
Email cleanup
Compose your email, paste the text, then use your mail client’s “Clear Formatting” option. In desperate cases, switch the entire compose window to plain text mode before you start writing.

Plain Text in Specific Apps You Probably Use

Google Docs

To write plain from the start, just type; Docs itself is rich, but you can force your pasted content to match the document by using Paste without formatting (Command+Shift+V / Control+Shift+V).
To deliver a .txt, use File → Download → Plain Text (.txt).
If spacing looks odd after a paste, select the block and choose Format → Clear formatting, then reapply the paragraph style you want.

Microsoft Word (Windows/Mac)

To convert a document, File → Save As → “Plain Text (.txt)”.
For pasting, look for Paste Special → Unformatted Text.
If you frequently paste web text into Word, set the default paste behavior to “Keep Text Only” in Word’s preferences so your standard paste strips formatting automatically.

Apple Mail and Microsoft Outlook

Paste without formatting (use the platform shortcut) to avoid bringing in web fonts and colors.
If the entire message needs to be plain text, Apple Mail can switch a draft to plain text; Outlook has “Plain Text” message format in the compose options. Remember: plain text email means no embedded images, no bold, and fewer layout surprises.

Slack / Teams / Discord

Most chat apps accept plain text by default, but some preserve links or styles from web apps. If you want pure text, paste into a simple editor first, then copy back.
Many chat tools include a “Clear formatting” action on pasted blocks; use it to kill lingering styling.

CMS and form fields

If a web form turns your paste into a circus of fonts, use the browser’s Paste without formatting shortcut inside the field. If that fails, paste into a plain editor, then copy and paste into the form.

Pasting Without Formatting: A Quick Reference You Can Memorize

Windows (many apps and web editors): Control+Shift+V
macOS native apps: Option+Shift+Command+V (Paste and Match Style)
macOS in browser-based editors like Google Docs: Command+Shift+V
Edit menu fallback: look for “Paste and Match Style” or “Paste without formatting”

When in doubt, the two-step method always works: paste into a plain editor first, copy again, paste into your real destination.

Keeping Plain Text Readable

You don’t have typography in plain text, but you still control structure.

Use short paragraphs and blank lines between sections.
Use simple headings made of words, not decoration.
Use hyphens for lists and keep bullets to a line or two.
Wrap lines voluntarily at a reasonable width (70–100 characters) if your audience reads in terminals or narrow windows.
Use a consistent style for dates, times, and numbers so readers can scan them.

Plain text doesn’t have to be ugly; it just avoids hidden styling.

Common Places You’ll Need Plain Text (and Simple Solutions)

Résumés and cover letters for portals that strip formatting
Keep a .txt version ready. Write your fancy version in a word processor, then save a text version so you can paste into forms cleanly. The same structure you’d use in a professional guide like How to Write a Cover Letter translates well to a text-only version when you keep headings and bullets minimal.
Support tickets and bug reports
Screenshots are useful, but a reproducible set of steps in plain text is more searchable. Keep steps numbered and concise.
Code comments and READMEs
Many teams write in Markdown, which is plain text with light symbols. It remains readable as text and renders nicely on platforms like GitHub.
Data exchange
CSV and TSV are plain text and travel well between tools. Keep headers on the first line and a stable column order.

Troubleshooting: When “Plain” Isn’t Plain

Smart quotes and long dashes
Word processors often turn straight quotes into curly ones and hyphens into en-/em-dashes. If those cause trouble in code or data, use your editor’s “straighten quotes” or “replace dashes” features, or copy through a simple editor that doesn’t smarten punctuation.
Hidden characters
Non-breaking spaces and zero-width characters can sneak in from the web. If a system complains, paste through a basic text editor or a text cleaner tool.
Encoding gibberish
If accented characters or symbols show as question marks or boxes, resave the file as UTF-8 in your editor’s Save dialog. Most modern tools default to UTF-8, but some older ones don’t.
Links that won’t die
Some apps preserve the link behind the words when you “match style.” If you truly need dead-plain text, paste into a text-only editor, copy, then paste again; that strips the link.
Line breaks collapsing in email
Some email clients wrap differently. Keep paragraphs short and insert a blank line between them to preserve structure.
Tables falling apart
Plain text can’t maintain a visual grid unless you manually space columns. If you must send tabular data, use CSV or keep the table in an attached PDF.

Plain Text vs Rich Text vs HTML: Know the Tradeoffs

Plain text: smallest and most compatible. No styling. Best for content that must survive any system, search, and copy/paste.
Rich text (RTF, DOCX): keeps fonts and layout, great for documents you expect people to edit. Not ideal for pasting into forms.
HTML: the language of the web—great for email newsletters and pages. May be blocked or altered by email gateways; requires more care to render consistently.

A practical habit is to maintain both a styled version and a .txt version. Use the .txt for portals and forms; use the styled version for collaborators and public sharing.

Privacy and Safety When Converting Text

Don’t paste sensitive data into random online converters. Use a local editor or a trusted tool whenever possible.
Plain text can include confidential information just as easily as rich text; the difference is format, not content. Share carefully.
If you must email sensitive plain text, consider using secure channels or encrypted attachments rather than putting everything in the body.

Accessibility and Inclusivity

Plain text helps many readers because it removes visual noise. It’s screen-reader friendly and prints predictably. To make it even more accessible:

Use descriptive link text in contexts that support HTML, but include the full URL in plain text contexts where links won’t be clickable.
Avoid relying on color or emoji as the only signal; write the meaning in words.
Use straightforward language and short sentences where possible.

Plain Text Etiquette in Teams

Agree on encoding (UTF-8) and line endings (LF) to avoid cross-platform quirks.
Keep lines reasonably short for easier diffs.
Avoid tabs unless your team standardizes tab width. Spaces are safer.
Document conventions (date formats, headings) in a short style guide.

Small agreements prevent big friction later.

Plain Text on the Web and in Marketing

Even if you send a fancy HTML email, it should include a plain-text version for readers whose clients or filters prefer it. Keep that version clean and readable—no tracking tricks, no broken links, just the message. A well-written plain-text email often feels more personal and is less likely to land in promotions or spam.

A Simple, Repeatable Workflow You Can Use Every Day

Draft where it’s comfortable. If that’s Word, Google Docs, or an email client—fine.
Before you paste into a form or system, produce a plain-text version: Save As .txt, download as “Plain Text,” or paste into a simple editor to strip styles.
Paste using the “without formatting” shortcut whenever you’re moving text between apps.
Check readability: break long paragraphs, insert blank lines between sections, keep lists to one or two lines per item.
Save the plain-text version in UTF-8 with a clear file name so you can reuse it later.

Do that, and messy fonts and broken layouts stop being a daily tax on your time.

Conclusion: Keep a Plain-Text Mindset

Plain text is not a downgrade—it’s a choice that prioritizes meaning and portability. When you know how to create it, convert to it, and paste it cleanly, you move faster and make fewer mistakes. You can hand off instructions that work on any device, submit assignments that upload without surprises, and file reports your teammates can skim in seconds. Keep a trusted plain-text editor close, memorize the paste-without-formatting shortcut, and write with structure so your words survive every copy, paste, and upload.

Frequently Asked Questions

Is plain text the same as ASCII?
Not exactly. ASCII is a specific character set with 128 symbols (basic English letters, digits, punctuation). Modern plain text typically uses UTF-8, which includes ASCII and adds support for almost every written language and many symbols.

Can plain text include emoji?
Yes, if it’s saved with a modern encoding like UTF-8. They are still characters, just not styling.

Why do some forms require text only?
Compatibility and security. Plain text is easier to store, search, and sanitize. It also avoids hidden code that can ride along with rich content.

How do I make sure a file is UTF-8?
In your editor’s Save dialog, look for “Encoding” and choose UTF-8. Many editors show the current encoding in the window or status bar.

What’s the best way to keep text readable without formatting?
Short paragraphs, blank lines between sections, simple lists with hyphens, and consistent labels for key information. If you need lightweight structure, consider Markdown—still plain text, just with symbols that render nicely on many platforms.

Can I turn a PDF into plain text?
Yes, by copying and pasting into a plain editor or using a PDF reader’s “Export as text” feature. Results vary depending on how the PDF was created. If it’s a scanned image, you’ll need OCR (text recognition) first.

Will “paste without formatting” remove hyperlinks?
Usually. Some apps keep the link target while removing style. If you absolutely need to strip the link, paste into a plain-text editor first, then copy and paste to your destination.