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Copying and pasting text should be a simple task. And yes, it’s easy enough to copy text. But as soon as you paste it, you’re presented with several options for how to format the pasted text. Perhaps you’re not clear what the difference is between the available options? If so, read on to find out what each of the paste options in Word does. And how to choose a different option if required.
Word’s default behaviour
Word’s default behaviour is to preserve the original formatting of pasted text.
The Keep Source Formatting setting is what enables this – it’s set as the default. You’ll notice this in the Paste Options button menu, which appears when you paste text.
The exception is when pasting text between documents, and there’s a conflict in text style definitions. That is, the source and destination documents include identically named styles. But the styles contain different formatting.
For example, the Heading 1 style could be 16 pt in the source document but 20 pt in the destination document. In this case, Word defaults to the Use Destination Styles option.
Does Word’s default behaviour work for you?
Word’s default behaviour in preserving original formatting may work well for you in certain circumstances. But what happens when you don’t want to retain the original formatting of text? That is, because you want the pasted text to conform to the formatting already present in your document. In these instances, Word’s default behaviour won’t give you the desired result.
This is where the Paste Options button comes in. You can use this button to change the way pasted text is formatted. The option you choose will depend on the outcome you wish to achieve.
Note: this article covers the options available when pasting text. Word has additional paste options when pasting other content (e.g. lists and pictures). As well as when pasting from other programs such as Excel and PowerPoint. These additional options aren’t covered below.
What are the paste options in Word?
The Paste Options button generally includes a menu of four options, as follows:
- Keep Source Formatting;
- Merge Formatting;
- Picture; and
- Keep Text Only.
At other times, you may also see one of these options:
- Use Destination Styles; and
- Use Destination Theme.
Below is an overview of each of the options.
Note that the Use Destination Styles and Use Destination Theme options aren’t covered. Because despite Microsoft’s claims that Word preserves the original formatting of pasted text, both options are haphazard in this respect.
Given this, it’s a good idea to avoid using either option when pasting text. Neither works well for whichever outcome you wish to achieve. That is, if you want to preserve the original formatting of pasted text. Or if instead, you want the pasted text to conform to the formatting already present in your document.
Keep Source Formatting
The Keep Source Formatting option preserves the original formatting of pasted text. Emphasis formatting such as bold or underline is also retained.
So, for example, the font size and colour of pasted text will look as it did in the source document. As will paragraph and line spacing.
If source and destination text styles have identical style definitions, you won’t notice any difference. In this instance, pasted text takes on the same formatting as other text in your document.
Sometimes, however, you may paste text between Word documents where there’s a conflict in style definitions. In this case, the text will likely look different to other text already present in your document. So if you want to maintain the formatting set in your document, then the Keep Source Formatting option won’t be for you.
The same thing happens if you use this option to paste text from another program such as Excel. You’ll again need to select a different paste option. That is, if you want pasted text to adhere to the formatting you’ve set in your document.
Merge Formatting
This option combines some of the original formatting of pasted text, with formatting found in the destination document. Essentially, though, pasted text adopts the formatting of the paragraph it’s inserted in.
When using this option, Word strips the pasted text of:
- Any text style(s) originally applied to it;
- Formatting such as font size and colour, and paragraph and line spacing.
And the pasted text:
- Takes on the text style applied to the paragraph in which it’s inserted;
- Adopts character and direct formatting applied to the text immediately preceding the cursor. This could include character formatting such as font size and colour. And emphasis formatting (e.g. bold text);
- Retains emphasis formatting such as bold or underline, where this is only applied to part of the copied text.
Picture
The Picture option converts copied text into a picture. The text will look exactly like it did in the source document, but you won’t be able to modify it. Given this, you’ll likely only use this option in very limited circumstances.
Note: you must have a Microsoft 365 subscription to have access to the Picture option.
Keep Text Only
This option strips all original formatting from the pasted text. Here’s what happens …
Like the Merge Formatting option, when text is pasted using the Keep Text Only option, the text:
- Takes on the text style applied to the paragraph in which it’s inserted;
- Adopts character and emphasis formatting applied to the text immediately preceding the cursor.
Original formatting, including text style(s) and formatting such as font size and colour, is not retained. Neither is emphasis formatting applied to the original text (e.g. bold and italics).
Where the copied text is in table format, the table is converted to text. So you’ll need to reformat this as required.
Finally, if the content includes pictures, these will not be pasted.
Use the Paste Options button to format pasted text
Now you have a clearer picture about how the various paste options work, following is how to control the way Word formats pasted text.
As mentioned, the Paste Options button appears upon pasting text. You use this button’s menu to select a different paste option.
Here’s how:
- Copy text, and paste it at the relevant point in your document;
- Click the Paste Options button;
- Select a different option from the menu.
So now you’ll be able to easily decide which option to choose when pasting text! Importantly, before selecting a paste option, remember to first consider the outcome you’d like to achieve. That is, whether you want to keep the original formatting of copied text. Or have it adopt the formatting already set in your document. Then you’ll be good to go!
