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Rearranging text using Cut, Copy, and Paste

From: Word 2010 Essential Training

Video: Rearranging text using Cut, Copy, and Paste

We're going to focus on three commands: Cut, Copy, and Paste. Cut and Paste are used to rearrange text in your document, to move the third paragraph of your document the top so it becomes the first paragraph. Copy and Paste are used to duplicate text, to put another copy of the third paragraph somewhere else in your document, or in another document. If you have a lot of rearranging to do, you can also use the Office Clipboard, which we'll look at. First, to move text from one location to another, you always begin by selecting the text.

Rearranging text using Cut, Copy, and Paste

We're going to focus on three commands: Cut, Copy, and Paste. Cut and Paste are used to rearrange text in your document, to move the third paragraph of your document the top so it becomes the first paragraph. Copy and Paste are used to duplicate text, to put another copy of the third paragraph somewhere else in your document, or in another document. If you have a lot of rearranging to do, you can also use the Office Clipboard, which we'll look at. First, to move text from one location to another, you always begin by selecting the text.

So, for example, this is Paragraph 1, Paragraph 2, Paragraph 3. We need to move Paragraph 2. So we'll select Paragraph 2, and then we'll cut Paragraph 2. Three different ways to do it. One, to use the Cut command here on the Home tab in the Clipboard group. Second, to right-click and choose Cut from the context menu. And third, to use the Windows command which is to hold Ctrl and hit the letter X for cut.

The text that we just selected and cut didn't go nowhere. It went to a very specific place. It went to the Windows System Clipboard, which can hold one item at a time. If we don't paste this somewhere soon and we cut something else, we'll actually loose it entirely. So when I cut, I want to paste straightaway away. I'm going to position my insertion point where I'd like this text to go, and I'm going to paste it. Three different ways. One possibility is to click the Paste button. Another is to right-click in this location and to choose one of my Paste Options.

Now you can just choose any of these. Keep Text Only says bring the text in just as the text around it appears. The second choice is to bring the text in with the formatting that it has. And the third is to bring the text in using the formatting that this document has. So you'll notice that in this third choice, Keep Text Only, it simply drops the text down without any formatting whatsoever, and I loose my formatting where it has paragraph two bolded. So don't be afraid to look at one of these or the other and say which one works the best.

If you Keep Source Formatting between documents, it's often a bad habit later. So I would encourage you to work with merging formatting and Keeping Text Only. But we'll go ahead and Merge Formatting and bring that text in. There's an extra space that I brought in. I'm going to move my insertion point and hit Delete to get rid of it. Notice that this text is now All Bold. That sometimes happens in a Copy and Paste operation or a Cut and Paste. So I'm simply going to go Unbold it. Now I can also copy this text and put it somewhere else. I'm going to copy this text, and we'll move it to the very end of our document.

Press Enter a couple of times and simply paste this text. Again, three different ways to do it, using the Clipboard, for example, or Ctrl+V, or to right-click and choose Paste from the Context menu. So three different commands: Ctrl+C to Copy, Ctrl+X to Cut, and then Ctrl+V to Paste. You might wonder where the V comes from. It's actually the proofreaders mark, that downward pointing arrow that says insert some text right here, that's where that V comes from if it helps you to remember it.

Now if I simply want to cut and paste a couple of things, this is a fine way to do it. However, if I wanted to cut and paste a number of items, or if I want to collect some things that I want to paste into one document, then there's a better tool that I can use. The Windows Clipboard holds one item at a time. The Office Clipboard can hold 24 items. It's accessible to me simply by clicking this down arrow. You'll notice that there's one thing sitting on the Office Clipboard, one of 24, which is the paragraph that I most recently cut or copied.

I'm going to click Clear All. So I start with a clean slate. And now let's take a look at how we might rearrange this document. So I know that 1, 2, and 3 are fine, but, for example, Paragraphs 4 I'd like to cut, and notice now that it's put on to the Office Clipboard, it's no longer in my document. Paragraph 6, we'll cut it, and notice that each of them is been added here. So I'm selecting paragraphs and cutting them. I don't necessarily need to cut them all, because I can rearrange the ones that are here in one other way.

I'm going to delete the paragraph that we copied so it doesn't confuse us. I can always move within a document by dragging an item from one location to another. So I begin by selecting some text. For example, I'm going to select Paragraph 7. And I want to move it above Paragraph 8. So I begin by selecting the text, and then I point to the text. If I hang around here too long, I'll have other tools that start to show up, like the Mini Translator, for example. What I want to do is after I've selected the text, rather promptly, drag that text to its new location.

Notice the insertion point moving and then let go on my mouse button to drop it. Notice that Paragraph 7 does not show up on the Office Clipboard, and it never went to the Windows Clipboard. When you move items using drag and drop, Word is managing that transaction itself, and you're not using any clipboard space to do this. So now I'm ready to start pasting my other items in, but I have a chart that I want to add to this document as well. So I'm going to slide over to my Microsoft Excel and grab that chart while I'm thinking of it.

The chart is right here. I can select the chart and copy it, and when I go back to Word, you'll notice that that chart also appears here on my Office Clipboard. The office clipboard works for PowerPoint as well as Excel. So I'm going to put Paragraph 4 right here. Notice I need to just press Enter an extra time, not a big deal. Add Paragraph 5, add Paragraph 6, 7, 8, and at the end I have paragraph 9. Then finally I'm going to add my chart from Microsoft Excel.

You can also paste items from the clipboard all at one time. So I have all of these items lined up in this order on my clipboard. If I created a new document, I can simply paste them all at once. That's an easy thing to do. So if you collect items in order, you can do a bulk paste all at once, and it will dump the clipboard in reverse order. Notice the chart is last and Paragraph 4 is first. So it will dump them in the order in which you collected them. So you can feel free to use the Office Clipboard as a means of collecting a number of different things that you want to paste in a particular order when you're all done.

If you want to clear your clipboard, because you're done with it and ready to proceed with another operation, simply choose Clear All, and you'll clear the clipboard. If I close with both Excel and Word without clearing the clipboard, the contents of the clipboard will be dropped, except for one item, the last item that I copied or cut, which will remain not on the Office Clipboard, but on the Windows System Clipboard. We've been copying, cutting, and pasting largely text, but as you notice with the chart, you can use the same Copy, Paste, and Cut commands with images, charts and other graphics.

To move items from one location to another, or to create one or more copies of selected text or graphics, simply use the Cut, Copy, and Paste commands. But to rearrange a document, or to collect multiple text selections or objects to paste into one location, you should always use the Office Clipboard.

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This video is part of

Image for Word 2010 Essential Training
Word 2010 Essential Training

89 video lessons · 55890 viewers

Gini Courter
Author

 
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  1. 5m 39s
    1. Welcome
      1m 8s
    2. Using the exercise files
      1m 34s
    3. Creating placeholder text
      2m 57s
  2. 33m 47s
    1. Using the Word interface
      8m 56s
    2. Understanding the Ribbon
      8m 10s
    3. Customizing the Quick Access toolbar
      3m 10s
    4. Using Word's document tools
      8m 5s
    5. Using the Navigation pane to find words or phrases in a document
      5m 26s
  3. 30m 53s
    1. Managing documents with Backstage view
      4m 42s
    2. Creating a new document from a template
      5m 11s
    3. Making it easy to find and open documents
      3m 59s
    4. Saving a Word document for yourself or others
      7m 1s
    5. Printing a document and choosing a printer
      3m 33s
    6. Setting print options
      6m 27s
  4. 24m 24s
    1. Selecting text using the mouse and keyboard shortcuts
      4m 57s
    2. Rearranging text using Cut, Copy, and Paste
      7m 38s
    3. Undoing and redoing actions
      4m 8s
    4. Finding and replacing text
      7m 41s
  5. 27m 40s
    1. Understanding fonts
      6m 32s
    2. Working with fonts
      5m 29s
    3. Applying basic formatting
      6m 25s
    4. Changing the case of text
      4m 22s
    5. Using text effects and adding impact to a document
      4m 52s
  6. 29m 44s
    1. Aligning and justifying paragraphs
      2m 55s
    2. Changing line spacing
      5m 2s
    3. Using indents and setting tabs
      7m 20s
    4. Creating a bulleted or numbered list
      6m 11s
    5. Keeping text together through page breaks
      4m 2s
    6. Applying shading and borders to paragraphs
      4m 14s
  7. 50m 10s
    1. Power formatting with styles
      7m 34s
    2. Changing a document's theme
      6m 59s
    3. Changing style sets, color sets, fonts, and paragraph spacing
      3m 31s
    4. Applying Quick Styles and clearing formatting
      5m 18s
    5. Creating a Quick Style set
      6m 24s
    6. Using the Navigation pane with styles
      3m 1s
    7. Easily creating a table of contents
      5m 32s
    8. Restricting formatting to a selection of styles
      4m 58s
    9. Creating a multilevel list using styles
      6m 53s
  8. 48m 1s
    1. Creating a table to organize text
      6m 11s
    2. Converting text to tables
      3m 36s
    3. Formatting tables for readability
      4m 8s
    4. Adding and removing columns
      5m 36s
    5. Sorting table data
      5m 19s
    6. Merging, splitting, and formatting cells to create a form
      8m 53s
    7. Converting a table to text
      2m 41s
    8. Inserting an Excel table for calculations and charts
      7m 18s
    9. Using Quick Tables
      4m 19s
  9. 1h 7m
    1. Illustrating documents with pictures, shapes, and clip art
      8m 43s
    2. Positioning, sizing, and cropping graphics
      6m 11s
    3. Wrapping text around graphics
      4m 54s
    4. Laying out text and graphics with a table
      6m 50s
    5. Adjusting brightness, contrast, and sharpness of photos
      4m 30s
    6. Applying special effects to graphics
      5m 4s
    7. Applying styles to graphics
      5m 40s
    8. Illustrating with charts: Inserting a chart from Excel
      8m 26s
    9. Illustrating with diagrams: Using SmartArt
      10m 22s
    10. Illustrating with screenshots: Capturing screenshots from your computer
      3m 17s
    11. Illustrating with WordArt
      3m 35s
  10. 34m 10s
    1. Understanding building blocks
      3m 41s
    2. Numbering pages and applying headers and footers
      6m 56s
    3. Adding cover pages and blank pages
      3m 50s
    4. Using text boxes for document design
      8m 16s
    5. Creating and saving custom headers and footers
      6m 21s
    6. Creating and saving Quick Parts
      5m 6s
  11. 23m 40s
    1. Setting page margins, page orientation, and paper size
      6m 30s
    2. Inserting sections to organize a document
      5m 17s
    3. Using columns
      5m 23s
    4. Using watermarks, page borders, and colors
      6m 30s
  12. 20m 15s
    1. Checking spelling and grammar
      5m 6s
    2. Setting proofing and AutoCorrect options
      7m 21s
    3. Using the Thesaurus and Research and Translation tools
      7m 48s
  13. 21m 3s
    1. Tracking changes and showing markup
      5m 29s
    2. Accepting and rejecting changes
      4m 35s
    3. Comparing and combining documents
      6m 42s
    4. Coauthoring documents with SharePoint
      4m 17s
  14. 40m 56s
    1. Trouble-free document sharing
      5m 38s
    2. Emailing a document
      4m 4s
    3. Saving a document to a Windows Live drive
      4m 8s
    4. Saving to SharePoint and sharing a document link
      3m 59s
    5. Using Word on the web
      3m 4s
    6. Blogging with a document
      4m 27s
    7. Finalizing and password-protecting a document
      3m 38s
    8. Restricting editing for all or part of a document
      6m 3s
    9. Digitally signing a document
      5m 55s
  15. 25m 18s
    1. Changing Word options
      5m 42s
    2. Customizing the Ribbon
      7m 22s
    3. Creating and playing a macro
      8m 8s
    4. Assigning a macro to the Ribbon
      4m 6s
  16. 31s
    1. Goodbye
      31s

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