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Selecting paste options

From: Word 2010 Power Shortcuts

Video: Selecting paste options

When you copy content from other sources whether it be from another file, another program, or the Web, it pastes into your document but maintains the original formatting. Most of the time that looks completely different. You don't have to manually format it to match. Take advantage of the Paste Options to bring in just the content and leave the formatting behind. I'm going to open up the extra document in Chapter 5 of our exercise files. The one that says sourcedocument and I'm going to scroll down to page 2. I want to move this content into my other Word document.

Selecting paste options

When you copy content from other sources whether it be from another file, another program, or the Web, it pastes into your document but maintains the original formatting. Most of the time that looks completely different. You don't have to manually format it to match. Take advantage of the Paste Options to bring in just the content and leave the formatting behind. I'm going to open up the extra document in Chapter 5 of our exercise files. The one that says sourcedocument and I'm going to scroll down to page 2. I want to move this content into my other Word document.

So I'm going to click in the box and I'm going to press Ctrl+A to highlight all of that text. I'll press Ctrl+C to copy it. I'm going to Alt+Tab to switch back to my Word document and I'm going to do Ctrl+End to go to the bottom and then I'm going to press Ctrl+Enter to make a new page, and last, Ctrl+V to paste my content. Now notice that my content came in not in Arial, which is the font that the rest of my document is in, but instead a came in, in Bookman.

Immediately after you paste, look in the lower right-hand corner for little yellow square with a clipboard. You can either click on it or press your Ctrl key and inside are three or four little squares, depending on what it is that you've pasted. My first one says use Destination Theme. If you have a style that's defined in both documents like heading 1, but they're defined differently, the pasted content will take on the style definition of the target document, but the rest of the formatting is maintained. In this case that's how it pasted in by default.

I don't have any headings to find, so no headings showed up. Hence, it did maintain the original text format from the other document. If I hold my cursor over Keep Source Formatting, I can see how it looked in my original document. When I hold my cursor ever Merge Formatting, it maintained some of the formatting, but it matches the font and size of the text all around it. Then last here I have Keep Text Only which abandons all of the original formatting and adopts the format of the destination content. So here you can see that everything came in to Arial.

So I like to look across all four and decide which is going to cause me the least additional work to reformat to match my current document. In this case, I'm going to Merge the Formatting. Now note that you can find those same options on the Home ribbon in the bottom half of the Paste button. When I click on it I can see all four of those options and run through them from here. Now, if you are doing a lot of copying and pasting into your document, you may need one of these paste options exclusively, instead of having to select it every single time. You can set the default on either the smart tag or the dropdown under the Paste button.

You'll see an option here for set default paste. This takes you into Words options and to the Advanced pane and down here you can see Cut, copy, and paste. I'll go ahead and move that section up. Here, you can set the default paste option for different scenarios. If you're pasting within the same document, you probably want to keep the source formatting. If you're pasting between documents, I generally tell it to merge the formatting. If you're pasting between documents when the style definitions conflict, I like to use the destination styles and when I'm pasting from other programs, most frequently I like to keep the text only.

That way I get the content and I can work to make it match my document. If you're inserting pictures, here you can choose what your default wrap is and we talked about this extensively in the Text Wrapping video. You have a few other custom options down here too. This one keeps the bullets and numbering even if you're using Keep text only. So I definitely like to have that on. We'll talk about the Insert key in a future video and I'd definitely to see the paste options button when a paste. So I'll accept all of these changes and click OK.

When copying and pasting content between documents or between programs, being able to choose whether to maintain the original appearance or adopt the style of your target document will save you precious reformatting steps.

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This video is part of

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Word 2010 Power Shortcuts

74 video lessons · 12800 viewers

Alicia Katz Pollock
Author

 
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  1. 1m 39s
    1. Welcome
      51s
    2. Using the exercise files
      48s
  2. 44m 45s
    1. Selecting text for formatting
      7m 0s
    2. Mastering the Navigation pane
      3m 53s
    3. Using the Reveal Formatting pane
      4m 47s
    4. Clearing formatting
      1m 38s
    5. Adjusting paragraph spacing
      4m 58s
    6. Setting tabs using the ruler
      5m 59s
    7. Inserting horizontal lines
      3m 39s
    8. Using AutoCorrect to create abbreviations
      2m 12s
    9. Working with the text wrap features
      4m 58s
    10. Setting defaults for new documents
      5m 41s
  3. 4m 59s
    1. Opening recent files
      3m 2s
    2. Changing the AutoRecover settings
      1m 6s
    3. Changing the default saving location
      51s
  4. 6m 23s
    1. Using KeyTips to select Ribbon commands
      3m 18s
    2. Using keyboard shortcuts and function keys
      3m 5s
  5. 6m 48s
    1. Splitting the screen
      2m 12s
    2. Navigating with Browse by Object
      2m 35s
    3. Using the Go To tab in the Find and Replace dialog
      2m 1s
  6. 25m 50s
    1. Inserting random boilerplate text
      44s
    2. Selecting paste options
      4m 2s
    3. Inserting today's date
      2m 41s
    4. Using Click and Type
      45s
    5. Using Overtype mode
      2m 4s
    6. Cutting to the Spike
      2m 48s
    7. Using advanced Find and Replace techniques
      8m 0s
    8. Editing the dictionary
      2m 53s
    9. Refining grammar options
      1m 53s
  7. 38m 22s
    1. Marking inconsistent formatting
      1m 22s
    2. Applying theme colors vs. standard colors
      3m 30s
    3. Hiding text
      1m 56s
    4. Inserting symbols and special characters
      6m 3s
    5. Working with AutoFormat
      4m 36s
    6. Typing symbols with AutoCorrect
      1m 30s
    7. Inserting nonbreaking spaces
      1m 16s
    8. Inserting diacritical marks
      2m 38s
    9. Creating drop caps
      1m 31s
    10. Inserting and removing hyperlinks
      5m 33s
    11. Refining OpenType text features
      4m 5s
    12. Replicating font formatting
      4m 22s
  8. 20m 33s
    1. Adding first-line indents
      3m 23s
    2. Controlling line and page breaks
      5m 59s
    3. Mastering columns
      5m 21s
    4. Inserting line numbering
      3m 7s
    5. Vertically centering a cover page
      2m 43s
  9. 10m 15s
    1. Modifying a heading style to include a page break
      2m 21s
    2. Using multi-level numbering in heading styles
      3m 15s
    3. Saving style modifications for future use
      3m 5s
    4. Assigning a keyboard shortcut to a style
      1m 34s
  10. 9m 24s
    1. Adding captions to tables, figures, and charts
      3m 28s
    2. Using advanced table features
      5m 56s
  11. 20m 29s
    1. Using a drawing canvas
      2m 50s
    2. Creating transparent colors and removing backgrounds
      4m 1s
    3. Editing clip art
      3m 5s
    4. Cropping a picture with a shape
      2m 24s
    5. Aligning, distributing, and grouping graphics
      3m 24s
    6. Compressing images
      4m 45s
  12. 5m 16s
    1. Inserting text from a file
      1m 4s
    2. Linking Excel objects
      4m 12s
  13. 32m 13s
    1. Setting up odd and even pages
      2m 27s
    2. Formatting page numbering for different document sections
      4m 16s
    3. Inserting bookmarks
      3m 6s
    4. Inserting cross-references
      4m 14s
    5. Customizing a table of contents
      4m 21s
    6. Creating citations and a bibliography
      4m 18s
    7. Using a style reference in a header
      3m 41s
    8. Mastering Outline view
      5m 50s
  14. 12m 48s
    1. Saving ink and paper when printing
      3m 46s
    2. Printing a booklet
      2m 28s
    3. Printing document metadata
      1m 8s
    4. Updating fields before printing
      3m 27s
    5. Embedding fonts in the file
      1m 59s
  15. 33s
    1. Goodbye
      33s

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