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In this course, author Alicia Katz Pollock shares the keyboard shortcuts, workflows, and commands that can transform the casual Word 2010 user into a pro. This course covers helpful and lesser-known techniques for making document navigation, content creation, formatting, layout, working with data, graphics integration, and publishing easier. Alicia also includes her favorite top 10 formatting tips in Word, from clearing existing formatting to inserting lines and creating abbreviations with AutoCorrect.
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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