Copying And Pasting Effectively

Copying and Pasting is one of the most useful things done. So at least 5 ways are available to make that easy and efficient for you. Note a selection can be copied from one window to another, even between two different programs, for instance, from a browser like Internet Explorer to an email message or to Word. Depending on what kind of material you are copying and to where determines which method is best.  (Knowing only one way is like always going in the front door, when back and side doors exist and you are sometimes closer to them, but still go to the front).

If you are always or often changing the formatting on what you have pasted, this part of the tip is for you: In Microsoft Office Word and in Outlook after you paste, a Smart tag shows  at the end of what you pasted. When you click on it the options are: Keep Source formatting, Match Destination formatting, Keep text only for how you want the pasted material to be formatted:  as the original, as the format in the new location, or as plain text.  The default is as the original, but that can be changed, for just this paste or in Word 2007 and 2010 for all future pastes. To make the smart tag disappear, press any key. 

To change the default in Word 2007 and 2010, and in Outlook 2007 and 2010 if “set default paste” is not available as an option on the tag or on the Paste button on the Home ribbon, Click File (Office button in 2007), Options, Advanced. In “Cut, Copy, and Paste” section change the options to what you want. (Also in this section is a way to turn the tag off or back on).

Now to different ways to copy and paste. For all of the methods first Select what you want to copy (that is, highlight it by dragging across it).

  1. Use Keystrokes  Ctrl+C for copy, Ctrl+V for paste. These work even when the other methods will not or you can’t find them and keystrokes are the fastest.
    • Select what you want to copy (that is, highlight it by dragging across it).
    • Press the Ctrl key and then c (Ctrl+c) Do not capitalize the c.
      Release the keys (the c first).
    • Click where you want to paste the material.
    • Press Ctrl+v) and the material is inserted.
    • Tip: Hold the Ctrl key with the little finger of your left hand and the c or v with your index finger.
  2. Drag a Selection While Holding Ctrl. This is good when you can see both the original and the new location.
    • Select, then drag the selection to the new location (Place the pointer (cursor) in the selection, hold the left mouse button down and move the selection)
    • Release the mouse. If the Ctrl key is not held down or is released too soon, the selection is moved. Immediately Undo. The quickest way is to press Ctrl+z and try again.
  3. Use Right Click Menu
    • Select, then right click in the selection and click (left button) on Copy.
    • Click where you want to paste the material.
    • Right click and click (left button) on Paste.
  4. Use The Toolbar Icons (Or Ribbon Icons In The Office Versions 2007
    & 2010)
    • Select, then click the Copy icon on the toolbar or on the ribbon on the Home tab.
    • Click where you want to paste the material.
    • Click the Paste icon (right near the copy icon).
  5. Use Edit Menu Copy/Paste in programs that have an edit menu.
    • Select, then click the Edit menu (near the top left of the screen) and click Copy.
    • Click where you want to paste the material.
    • Click the Edit menu and click Paste.