Learn how to use different methods for selecting text in a document, and then use a variety of options for moving or copying text in a document, such as using cut, copy, and paste buttons on the ribbon; using keyboard shortcuts to cut, copy, or paste; and also by right-clicking selected content to choose cut, copy, or paste from the pop-up menu.
- [Narrator] As you continue to build your documents here in Word, in Office 365, there will be times when you have content that needs to be repeated on other pages in your document perhaps. Or, there may be content that's not in the right place, and it needs to be moved around. Perhaps you find something in another source. A different document, a website, and you want that content in your document. You'll need to know some of the tricks for cutting, copying, and pasting, which we're going to explore in this movie with our Tech Connect document, 0202, if you're catching up.
Let's start with copying. We have a title up here, Tech Connect, and perhaps we wanna use that elsewhere. As opposed to typing it over and over again, we should copy it, and paste it where we want it. So, the first step is to select the content you wanna copy. We already know we can click and drag over content, to select it. You can double click to select an entire word. You can triple click, try that, in this sentence beginning with visitors. Three clicks selects the entire paragraph.
Or, if you prefer, go into the left margin. When you see your mouse pointer change from an I beam to an arrow, you can then just double click to select an entire paragraph. So in this case, we want Tech Connect. Just one line. Go to the left of it. When you see the arrow, click once. It's selected. Now all we have to do is copy it. We can go to the ribbon with the Home tab selected here, and click Copy. Control-C is the keyboard shortcut. And you could even right click anything that's selected. From the popup menu, you'll see copy there as well.
Now it's time to paste. Well we just copied. The original stays right where it is on our page, but we have a copy now in our computer's memory, known as the clipboard, waiting to be pasted. Let's go down to the bottom. Click there. Hit Enter, just to leave some extra space, and that's where we wanna paste. And when it comes to pasting content, there are many different options. And it all depends on the formatting that you either want to keep, or lose. Let's go up here to the Paste dropdown arrow. The Paste button at the top, which is the same as using Control-V, is the default, to keep the source formatting.
So when we click the dropdown, you'll see those different options, including that first one, Keep Source Formatting. As you hover over that, you're going to see what it looks like. Right down there, you can see Tech Connect has appeared. Hasn't been pasted yet, until we click this. That's just a preview in real time. What if we were taking content from other sources, where the content was formatted differently? We might wanna keep that source formatting, or we might wanna merge it with our document's formatting. That's the second option. Or perhaps you just wanna paste it as an image of text.
This will also work with images that we're copying, cutting, pasting, but in this case, the picture option would actually paste a picture of that text, text that could then not be edited. And then the last one is to keep the text only. This will come in handy when you're taking content from other sources that are formatted differently, and you want the formatting to match your current document. You just remove all of that formatting. Keep the text only, and it will take on your document's formatting.
In this case, everything's formatted the same. It's just a copy from the title up at the top, so we'll choose Keep Source Formatting. You can also use Control-V, and you can see it pops in there, just the way it previewed. Including that hard return, we have the extra space down below. Notice also this little guy here, with our Paste Options. If you decide that was the wrong selection, you can always go back. Click the dropdown, and choose something different. So keep that in mind. It's gonna stay there until we cut or copy something else, and try to paste.
So there's our copy. What about moving things around using cut? Well, let's go up here near the top, where we see two paragraphs. One starting with Visitors at our Red30 Tech campus, and Just three short years ago. If we wanna flip flop these two paragraphs, that means we need to cut one, and paste it on the other side. So let's go to Visitors. We'll go in the left margin and double click. That selects the entire paragraph, including that extra hard return at the end, that creates this blank line.
That's exactly what we want to cut. So, we go up here to click Cut. You could also use Control-X, if you like keyboard shortcuts. That removes it. It's kind of scary, looks like it just got deleted. But it's sitting in the clipboard now, replacing what was there earlier, so we can go down here, in front of the D in During the Give-a-Thon, because that's where we wanna paste that paragraph. It's gonna paste the paragraph, plus the blank line, and then the paragraph beginning with During the Give-a-Thon will appear after that.
So, let's just go up to the Paste button at the top. Give it a click. It's pasted. And we just flip flopped the two paragraphs. Now in this case, it really doesn't matter about formatting, because everything's formatted the same, so another option you can consider is clicking and dragging. If we realize, no, we shouldn't have flip flopped these two, we can move them back by selecting the paragraph, just like we did before, with a double click in the left margin, but this time just click and drag. Clicking and dragging will move that insertion point around, and we want it right in front of the J in Just three short years ago.
Release, and you can see we just flip flopped the two back where they started, using clicking and dragging. On other occasions, you'll want to grab content from other sources. Let's go down near the bottom here, where we pasted a copy of Tech Connect, and click right after it. We'll leave a space, a dash, a space, and type in About Us, like so, and press Return. Now we already have this content on our website, so why type it in again here in Word, when we can copy and paste it? So, we're going to switch over to our browser.
And you can see I'm looking at this site, right up here, you can see LinkedIn, company, Red30design if you wanna go there. And a little further down is an About us paragraph. We're gonna select that by clicking and dragging from the beginning to the end of the word brand. That's what we want to copy. Now in this case, the keyboard shortcut, Control-C would work. We could right click anywhere in the selected content, and choose copy. And now when we switch back, using Alt-Tab, to go back to our Word document, when we paste, the options we choose here are very important.
That was formatted differently. So, when we go to the dropdown arrow, and go to Keep Source Formatting, you can see it looks different. It's a bigger font, for example. When we go to Merge Formatting, that looks better. And then you can see the other option is to keep text only. It's only the text that comes into the document. That means it'll take on the formatting that's already there, and that works beautifully with this document, so we'll select it, like so. There we go. And again, if we wanted to change our mind, there's that little dropdown of Paste Options, to choose something different.
And I think we made the right choice with Keep Text Only. There we go. So those are some tricks you'll need to know, for copying content that needs to appear repeatedly throughout your document, or by moving things around, using cut. Even grabbing content from other sources. Websites, and other documents. How you paste is always important, when working with Word.
- Name the keyboard shortcut for the “Tell Me” assistant.
- Recall the keyboard shortcuts for copy and paste.
- Identify the tab containing the font menu.
- Recognize the tab that is used to change line spacing for an entire document.
- Apply the appropriate steps to create a bulleted list.
- Review bullet and numbering options to create a numbered list.
- Determine the proper way to adjust the positions of cell contents within a table.