When pasting text or images into a Microsoft Word document, you will usually see a paste options button appear below the pasted content allowing you to choose a paste option. The options you see are different as it depends on source of the content being pasted.
For example if you copy text from the same document you are working on then you will see less options because the formatting is most likely already the same.
See the small screenshot below. These paste options appear after pasting content from the same document. As you can see there are three options when you press the drop down menu. From here you can also set one of these options as the default paste option for this type of content.
Some Paste Options Include
Keep Text Only – This option removes all the original formatting from the text. See more about what happens when you keep text only.
Link & Keep Source Formatting – This option preserves the look of the original text, and it maintains a link to the source file and updates the pasted text with any changes that are made to the source file.
Link & Use Destination Styles – This option formats the text to match the style that’s applied where the text is pasted. It also maintains a link to the source file and updates the pasted text with any changes that are made to the source file.
Merge Formatting – This option changes the formatting so that it matches the text that surrounds it.
Use Destination Styles – This option formats the text to match the style that’s applied where the text is pasted.
Use Destination Theme – This option formats the text to match the theme that’s applied to the document where the text is pasted.
NOTE: The options available to you depend on where you are pasting the content from.
Source: Word Help
Configure Default Paste Options in Word 2010
If you do not want to choose the way your content is pasted every time you paste something into your document then you need to set default paste options in Word.
- Click the File tab at the top of the program.
- Choose Options from the menu
- In the left menu click on advanced to see more settings.
- Look for the Cut, copy, and paste section and select the settings that you want.
- Default Pasting Options in Word
- pasting within the same document
- pasting between documents
- pasting between documents when style definitions conflict
- pasting from other programs
- insert or paste pictures as
- keep bullets and numbers when pasting text with key text only option
- use the insert key for paste
- show paste options button when content is pasted
- use smart cut and paste
After setting up your default pasting options press OK at the bottom of the dialogue box.
Configure Default Paste Options in Word 2013
The instructions to configure default paste options in Word 2013 is exactly the same as the above steps that are listed for Word 2010. These settings are still in exactly the same place, which is great.
Default Paste Unformatted Text
Let’s say you want to paste unformatted text into your documents if you are pasting between documents. This means that the formatting is stripped out and ready for you to work with.
All you have to do is choose Keep text only from the drop down menu next to “pasting between documents“. Then press Ok at the bottom of the options box.
See the screenshot below. Press on the arrows to change the pasting options.
Use Smart Cut and Paste
You can easily turn off the paste options button and use other features like the smart cut and paste option. In the screenshot above, simply tick the box next to Use Smart Cut and Paste, then click on the settings button to see more details.
With smart cut and paste you can adjust paragraph spacing, adjust sentence and word spacing and more, all to suit the document you are pasting to.
Even if you are happy with your default paste options you should check out these settings to see what is available. There are so many options to choose from.