Software

Paste text into Word without changing the formatting of my document


In previous How do I... blog posts, I explored:

But those blog entries lead to this query from TechRepublic member, mlknibbs@...:

I'm a minister and type my sermons out with Word in Office 2003. I'd like to shut off some of the "automatic" features in Word, for example:

When I'm typing in notes, I usually use New Times Roman font, size 10.

I change Bible verses to red letters, so that I know it's scripture when I'm delivering the sermon. Some times when I'm copying and pasting new quote or verse (I know what I'm copying and pasting will need to be changed to the size and font I want), but Word often changes whole sections of my document from the size 10, NTR font red to black size 12.

It's a real aggravation as then I must go back, highlight the section, and change the font type, size and color.

I know this problem well, as it is one of my all-time pet peeves. I have overcome this quirk in pasting text by using the technique described by fellow TechRepublic Senior Editor Jody Gilbert in the Microsoft Office blog. Every time I get a new version of Microsoft Office or re-install an old version, adding this Paste-As-Text-Only macro is one of the first things I do to personalize my office suite.

The complete explanation is available in this entry of the TechRepublic Microsoft Office blog.

To help you visualize what this macro prevents take a look at Figure A, where the same quote is shown twice, once in a normal font size and color and once in shocking pink.

Figure A

Two quotes
If you do a regular copy of the pink text and paste it in the normal paragraph, the shocking pink and oversized font gets pasted along with the text. (Figure B) Using the shortcut key combination for the macro, will paste the text without any formatting, and in fact, will apply the formatting of the paragraph where you are pasting the text. I use this macro all the time.

Figure B

Oops - we don't want that

About

Mark Kaelin is a CBS Interactive Senior Editor for TechRepublic. He is the host for the Microsoft Windows and Office blog, the Google in the Enterprise blog, the Five Apps blog and the Big Data Analytics blog.

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