Skill Level Intermediate
- [Instructor] At some point or another most people have used the copy and paste functionality built into Microsoft Office. You may have content in one document you'd like copied into another so you don't have to recreate it. Well, there's also something many people don't know about it's called the Office clipboard. It's separate from the system clipboard we're used to using where we copy once and then paste, go back copy something else and paste it, knowing that the clipboard replaces the previous copy or cut with the most recent.
Well, with the Office clipboard we can copy multiple things and then paste them all at once. You can save a lot of time and a lot of effort. That's what we're going to look at in this week's Word Tip, and we're going to start with a number of different documents. Press release 019 is the one we're creating. You can see up here we need to add the media contact information. Might be nice to have a graph in here showing how some of these values have gone up over time. There's some text that's missing from the bottom that we need at the bottom of every press release.
Well, if we already have that content, there's no point in recreating it. So, let's open up another Word document, this one Press Release 019_old you can see it's from a couple of years ago but it does contain the information for our media contact. There's an image we might want to borrow, and there's that content that appears at the bottom of all of our press releases. That's the stuff we want to copy. We're also going to open up an Excel spreadsheet. In your exercise files you'll find Reporting First Half, an xlsx file and it's this graph that I think would come in handy.
Let's start by going back to the document we're working on, Press Release 019. If you look at the ribbon with the Home tab selected there's a Clipboard section where we do our copying and cutting and pasting, but there's also this little arrow in the bottom corner that allows us to open up the Office clipboard. Give it a click. Now you may see things in here, something you maybe cut or copied previously and if it's something you don't need just click the arrow on the right hand side and delete it from the clipboard.
Now, anything that goes here is going to stay here. We can have up to 24 items, and then paste them all as we need them. Let's test it out. We'll switch over to the other Word document. Again, we'll open up our clipboard here and let's go get this content, the media contact, Mr. Jonathan Perfington, and his title. With that selected we're going to Copy. Now, you can right click and choose Copy, you can use Control C if you like. You can use the Copy button. It goes into the clipboard just like that.
Let's scroll a little further down and right click the image. From here we'll choose Copy and it gets added. No preview available for this. This content down below that needs to be at the bottom of every press release, we can select all of it. I like to go in the left margin, just click straight down to select every row, and right click and Copy adds it our clipboard. So, we have three things here now. Notice down in the bottom right hand corner three of 24 have been collected.
Let's go to Microsoft Excel now. Again, we have a Clipboard section on the ribbon and we can open it up to see all of those items still there and it's this graph that we want. So, one click anywhere in the chart and then right click and Copy will add it, and you can see the chart is added with the Excel icon. We have everything we need in the clipboard so now we can switch back to our Word document, the one we're creating, Press Release 019, and start pasting things. So, under media contact for example we'll click there and what we want is Mr. Jonathan Perfington.
Now, if you click that arrow there's your two choices, Delete and Paste. Clicking Paste pops it right in there. Okay, let's go down a little bit. Maybe here would be a good place to add that chart. I'm going to hit my Enter key just to leave a blank line and go up here to the chart, click the dropdown and Paste. You can see what that looks like. It is a graphic now that I can adjust. If I want to make it a little smaller and wider I can do that. A little further down under Dalia Landon's information you might want to add a picture.
I'm going to click right before the D in Dalia and this is the one that had no preview available but we can click the dropdown and Paste the image right in there. And, at the bottom we have some missing information that needs to be added. So, we'll click at the bottom and it's the Landon Hotel's information that we can drop down and Paste to complete our document. Now, we might want to make some adjustments so it all fits nicely on a page. I think we have an extra blank line here that we can take out for example. The image here can be made smaller if we wanted to.
It doesn't need to be quite that size. Same thing for our graph. Again, we can move this around like any other graphic and size it down. I want to make it a little bit smaller, maybe a little bit wider, like so. As we scroll down it almost fits perfectly. Looks like some blank lines here that we can back space to take out. And, there's our one page press release. It's a lot of information that was pasted all from one place. The Office Clipboard that not many are aware of. When you're done with it just click the Close button, you'll be back to regular copy, cut and paste options.
Q: Why can't I earn a Certificate of Completion for this course?
A: We publish a new tutorial or tutorials for this course on a regular basis. We are unable to offer a Certificate of Completion because it is an ever-evolving course that is not designed to be completed. Check back often for new movies.