A common problem that surfaces when producing word processing documents in Microsoft Word is formatting when copying text from other sources.
Today's tip: Paste Special will remove the format from copied text in the clipboard. Best of all, the inserted text will default to the document paragraph's current formatting. I often hear frustration from attorneys around the State that MS Word changes paragraph formats. Creating headaches to find the problem and then correct it.
Paste Special will solve that problem.
The "Paste Special" in combination with the option “Unformatted Text” removes all paragraph formatting, fonts and graphics of the original copied material.
a) Highlight text and copy.
b) Select the Edit pull-down menu and select Paste Special. It is listed immediately below Paste.
c) Select Unformatted Text in the Paste Special dialog window and click Ok.
Too much to remember? In Microsoft Word, you can create a macro and assign it to a pull-down menu or a keyboard stroke depending on your preference. Here's what you need to do:
1. In Microsoft Word: Click on the Tools pull-down menu and then on Macro and Macros again.
2. Type the name: Paste_Plain_Text in the Macro Name box.
3. Click on the Create button.
4. Paste the next line where the cursor is flashing
Selection.PasteSpecial Link:=False, DataType:=wdPasteText
5. Click on File and then Close and Return to Microsoft Word.
6. Click on the Tools pull-down menu and then Customize.
7. Click on the Commands tab.
8. Scroll down in the Categories list (left side of the screen) and click on Macros.
9. In the Commands list (right side of the screen), click on Paste_Plain_Text.
10a. To create a keyboard shortcut, click on the Keyboard button and select the key combination you wish assign. Most likely you will select Ctrl + Shift + c.
10b. To create an icon or text in a pull-down menu, click and hold on the Paste_Plain_Text in the Commands list and drag it to either a pull-down menu or within an icon toolbar.
2 comments:
Hi John,
You were excellent at the conference. Thank you for your tips. Can you explain how to do paste special in Word 2007?
Thanks!
Thanks for the message. Several people commented on how to utilize Paste Special with Word 2007.
There is a great reference that explains how to use Paste Special in Word 2007. In 2007 the process is simplified and perhaps one advantage for migrating to the updated program. Let us know how it works for you.
Please review the Paste Special section at the following address:
http://articles.techrepublic.com.com/5100-10877_11-6153797.html
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