[Libs-Or] Tech-Talk: OFFICE - Pasting to Make the Text Look the Way You Want

Wed Dec 24 08:36:50 PST 2025

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January 28: [COMMUNICATION] OurStoryBridge: Connecting the Past and Present! Why Attend? You want to capture people’s stories in your community, knowing that online, brief oral histories are the way to do it in the 21st century.

February 11: [GOOGLE FORMS & AI] Let AI Reveal the Story Behind Your Google Form Responses. Why Attend? You gather data with forms and want immediate analysis of trends and summaries.

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OFFICE - Pasting to Make the Text Look the Way You Want

Intermediate

[Close up of four keyboard keys arranged in a square two marked CTRL in the left column and C above V in the right column representing the common copy and paste shortcuts.]

How often do you copy and paste text each day? Of course it varies by type of job, and there are no official studies, but one workplace productivity report found that work professionals complete an average of about 134 copy–paste actions per day.

So let's make the most of it!

Whether you’re copying from another document, a web page, or a spreadsheet, today’s Office and Google applications give you more control over how you paste your content.

Instead of dropping text in with Ctrl + V, you now have several paste choices. Three of them include: 1) keeping the original formatting, 2) pasting the text without formatting, or even have it 3) matching your document.

Let's look at what you can do with these choices. They are especially helpful when you copy/paste across different media such as web pages to Word docs.

NOTE: The number of paste options you get offered will change depending on what you've copied. Here are three that appear most of the time.

1. Keeping Source Formatting

Sometimes you want the pasted text to look just like where it came from. The same color. The same size. The same bold or italic. That’s what Keep Source Formatting does.

This option can save time when you want to preserve a certain look without redoing it yourself. It brings everything over “as is.”

You might use it when:
·     You’re copying a quote from a website and want it to match the original design.
·     You’re pasting text from another Word file and want to keep its special layout.
·     You’re moving items that have meaning because of color or style.

[https://files.constantcontact.com/ee1208b4001/74f0ddbb-cf1e-461b-8336-54c1ab42feb6.png?rdr=true]

To use this feature:
1.  Click in the document where you would like to paste your text.
2.  Right-click to see the Paste Options menu.
3.  Hover over each image. It will tell you the option and show how it will look.
4.  You'll find that the clipboard with the paintbrush, will keep the source formatting. You can also use the keyboard shortcut Ctrl + V.

2. Keep Text Only

Other times, the style gets in the way. Maybe the text is too big or uses a wild font from some website. Perhaps you only want the words… not the extras.

That’s when Keep Text Only shines. It strips away the colors, fonts, sizes, and odd spacing. You’re left with clean, simple text that matches your document.

Use it when:
·     You want your writing to look consistent.
·     You’re bringing in text from email or online sources.
·     You need to remove all the formatting for a smooth, readable page.

[A clipboard icon with a large letter A next to the text Keep Text Only indicating a paste option that retains only the text and removes formatting.]

To use this feature:
1.  Click in the document where you would like to paste.
2.  Right-click to bring up the paste options.
3.  Select the clipboard with the A.

TIP: To paste plain text fast, press Ctrl + Shift + V. If you use the shortcut, a small clipboard icon appears after the text. Click it and choose the clipboard with the A.

[https://files.constantcontact.com/ee1208b4001/df3a9a72-bdf5-428b-ba29-b656f1c28eb6.png?rdr=true]
3. Merge Formatting

Think of Merge Formatting as the middle ground. It keeps the bold, italic, and link styles from the copied text. Yet it adjusts the size and font to match the rest of your document. You get a blended look. Not too plain. Not too fancy.

Try it when:
·     You want to honor some of the character of the copied material.
·     You need the pasted text to “fit in” with your writing.
·     You’re mixing content from different places and want everything to look the same.

To use this choice:
1.  Place your cursor where you’d like to paste what you’ve copied.
2.  Right-click to see your choices.
3.  Choose the clipboard with the arrow from the Paste Options.

TIP: You can also paste with Ctrl + V and pick Merge Formatting from the clipboard icon. This is great for reports where everything needs to look consistent.

NOTE: Another way to access the different paste options is to use Paste in the Home Ribbon at the top left. Don't click on the icon; choose the down arrow to see your choices.

Web 365 - Paste Choices

As usual, Word 365 does offer this pasting feature, but in a more limited way. There are fewer choices online. However, the Paste as Plain Text feature which is a good one to have in both because it erases all the fancy font stuff and gives you a clean version. Then you can easily go in and format it as you'd like.

Here's a simple comparison chart for your reference:

[https://files.constantcontact.com/ee1208b4001/cd87d72c-6213-403c-9b8a-cabbedc3aecf.png?rdr=true]

Google Suite - Paste Options

Google’s suite of applications can do the two most frequently used features:

·     Paste With Formatting
·     Paste Without Formatting

Follow the same keyboard shortcuts as in MS Office.

Right-clicking also allows you to see the paste choices.
[A context menu with options highlighted for Paste Paste without formatting along with other options.]

[A simple black icon of a paint roller on a light gray background.]
A Google Workaround for "Merge Formatting"

While Google does not offer a Merge Formatting option, you can adjust pasted text quickly with the format painter:

1.  After you have pasted your text into a Google Doc, highlight the style you want.
2.  Click the Paint Format button from the top menu bar. It looks like a small paint roller.
3.  Your cursor will change to a paint roller. That tells you that the style is loaded.
4.  Apply the style by highlighting the text you want to fix. The moment you drag it across, the style is applied. OR, double click each word you want formatted.

TIP: While clicking on Paint Format works only once, to have it click ... and STAY on ... quickly double click the icon. That toggles your selection on so you can paint multiple areas. It will go off when you click it again or you use your mouse for something else.

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Communications: Inspire

"A fresh start isn’t a place... it’s a decision.”

In communication, that decision shows up in simple, intentional moments... choosing to listen fully, to clarify instead of assume, to write with purpose instead of rushing.

As the year ends, take one small step toward clearer, kinder, more confident communication. Use TT to learn a new technique, practice a better phrase, or rethink how you connect. Every improvement begins with the decision to start fresh today.

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