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When you copy content from other sources, whether it be from another PowerPoint file, from Word or from the Web, it pastes into your document and matches the theme formatting. Most of the time this is exactly what you want so that you don't have to manually format the content to match, but there are other times when you want to keep the original formatting. You can take advantage of the Paste Options feature to choose the proper formatting under any circumstance. In your Exercise Files, there is a Word document called the SAMOCA Employee Handbook. I am down on Page 17 under PUBLIC IMAGE, and I am going to highlight this phrase right here: The following items are considered inappropriate working attire, down through the last bullet point.
And I will copy it and I am going to use the keyboard command Ctrl+C. Now I will go back to my presentation and go down to Slide 7. Now first, it does matter where you paste. If I just paste onto the slide without clicking on any objects, and I will do that using a Ctrl+V, the text will be inserted into a new text box placed in the center of the slide. I am going to Undo that using the Ctrl+Z. Now I am going to click in the Placeholder. Now when I paste, again Ctrl+V, the content fits into the text box.
Now immediately after you paste, look in either the lower right or the lower left-hand corner, for a little yellow square with a Clipboard. Click on it or press Ctrl to open it, inside are three or four squares. The first one, Use Destination Theme, is the default and that maintains the themes formatting. The second one, Keep Source Formatting, keeps all the font and paragraph formatting from the original that you copied. You may have a third button that says Picture, now I don't want to paste this as a picture, so I am going to avoid this one right now.
And my last one says Keep Text Only. Now this abandons all the original formatting and adopts the format of the destination content. This pastes the content as unformatted text which may be neither the theme nor the source appearance, depending on your document. For example, in this document you see two rows of bullets, the bullets on the left are the actual bullets from the theme. The bullets on the right turned the bulleted list into actual text bullets, those bullets are now characters that I could actually delete if I wanted to.
Now once I've used my Paste Options and chosen the best fit for my presentation, I can make any additional formatting changes. I'll go ahead and highlight these bullet points, and then just simply hit Tab, and they'll all become sub-bullet points. Now I have one more Paste trick for you. Go up to Slide 3 that has the SmartArt and double-click on the word Executive. It's possible to do a copy and paste, just copying the formatting instead of the actual content. So, instead of doing a Ctrl+C to copy this, I am going to do a Ctrl+Shift+C. Now I am going to go to Slide 4 to my Pie Chart and I am going to highlight the text Labor breakdown last year and instead of doing a standard Ctrl+V paste, I am going to do Ctrl+Shift+V, that, again, pastes the formatting, but not the content.
When moving content between documents or programs, being able to choose whether we maintain the source or the destination theme, will save you from having to apply the font, the size, the color, and more formatting manually.
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