Objectives of this Tutorial

Generally: To move and copy text using the cut, copy and paste features.

Specifically: On completion of this lesson, you will be able to:

• Cut, Copy and Paste using the Windows and Office Clipboards
• Use the Paste Options smart tag to change the format of pasted text
• Use drag-and-drop to move and copy text
• Use Paste Special to paste data in a particular format
• Open more than one document
• Copy data from one document to another

At times you will want to reorganise a document by moving or copying text to different locations. Word allows you to move and copy text quickly using the Clipboard.

The Clipboard is a temporary storage area used by Windows to hold text (or graphics or other data) while it is being moved or copied. The Clipboard can be used to transfer information within the same file, between two files of the same type or between two files in different applications, such as Word and Excel. The information remains on the Clipboard until you replace it or until you exit from Windows.

The terms used for these actions are Cut, Copy and Paste.

• Cut removes the information from an application and places it on the Clipboard
• Copy leaves the information in an application and places a copy of it on the Clipboard
• Paste copies the information from the Clipboard and places it into an application

Word also features an Office Clipboard that can be used to collect multiple items for pasting into MS Office XP applications.

Move Text (Cut-and-Paste)

Text (and graphics) can be moved within the same document or to other documents.

To move text using the Standard toolbar

• Select the text to be moved
• Click the Cut button (SpeedKey: Ctrl + X)

The text is removed from the document and placed into the Clipboard. The previous contents of the Windows Clipboard are removed.

• Move the insertion point to the destination
• Click the Paste button (SpeedKey: Ctrl + V)

The contents of the Clipboard are copied from the Clipboard to the destination. You can paste the contents of the Clipboard again.

Tip: Alternatively, after selecting the text, click the right mouse button and from the shortcut menu, select Cut then right-click where you want to put the text and select Paste.

The Paste Options smart tag is displayed beside the pasted text. This allows you to change the formatting of the pasted text (see below).

To move text using the keyboard

• Select the text to be moved
• Press F2

Move to where? is displayed in the Status bar.

• Move the insertion point to the new location and press Enter

To move text using the menu

• Select the text to be moved
• From the Edit menu, select Cut
• Move the insertion point to the new position for the text
• From the Edit menu, select Paste

To move text using the mouse shortcut (alternative)

• Select the text to be moved
• Point to the destination then Ctrl + right-click

Use the Paste Options Smart Tag

The Paste Options smart tag provides a shortcut to choosing the format of pasted text. The tag appears whenever text is moved or copied in a Word document.

Paste Options smart tag

To change the format of cut or copied data

• Click the arrow on the Paste Options tag

Note: You must select the tag as the next action after pasting. It will disappear if you start typing or select another command.

The smart tag menu is displayed.

Paste Options drop down menu

• Select Keep Source Formatting to keep the text as it was in the original document

OR

• Select Match Destination Formatting to change the formatting to the style of the surrounding text

You can also choose to Keep Text Only (for example, if text is in a table it converts the contents of the table to tabbed text) or Apply Style or Formatting... to customise the formatting of the text.

Continued...