Word

Why does text change format when I copy it into another document?

Quick Reference: Format of text copied from another document

The issue here is about styles. You think you're copying Arial 10pt text. Word thinks you're copying text in, say, Body Text style.

When text is copied from one document to another, it retains direct formatting, but otherwise takes on the formatting of the style in the receiving document.

Sometimes you copy text from one document to another, and the format of the text changes. This page explains why.

The formatting of all text in your Microsoft Word document depends on styles. All text has an underlying style, even if you've never applied a style to any text. The default out-of-the-box style is Normal style. If you haven't done anything to change it, Normal style in Microsoft Word 2002 and Word 2003 is defined as Times New Roman, 12pt, aligned left, with single spacing, and widow/orphan control set on.

When you copy text, the format of the text can change. For example, you have some text in Times New Roman 12pt, and you copy it into another document. When it arrives in the recipient document, the formatting changes. The text now appears as, say, Arial 11pt.

Text takes on the style of the recipient document

The issue is that Word doesn't think the formatting is changing, because Word doesn't think to itself "I'm copying some text in Times New Roman 12pt." It thinks "I'm copying text in style Normal" or "I'm copying text in style Body Text" or whatever.

Unless you've chosen otherwise, all your text is in style Normal. So when you paste your text into the other document, it takes on the formatting of Normal style in that other document. If the Normal style in the other document is Arial 11pt, then that's how your text will appear.

Text retains direct formatting when it's copied

The text will, however, retain direct formatting. So if, in Document 1, you have some text in style Body Text and you've applied direct formatting to make the text orange, then, when you copy, the formatting will retain the Orange, but lose the characteristics the receiver document has defined as Body Text.

Tip! Think outside the square

If you're having trouble copying text from Document 1 to Document 2, try doing it the other way round.

Copy from Document 2 into Document 1. Depending on the work you're doing, that might be easier to manage.

How to get text to retain its formatting when copied to a new document

If the donor document has a style that does not exist in the recipient document, then any text in that style copied to the recipient document will retain its formatting.

So, to avoid text taking on the format of the styles in the recipient document, use styles with different names.

In Word 2002 and Word 2003, you also have the option of using the Paste Options buttons, although using them is by no means straight forward.

How to get text to abandon its formatting when copied to a new document

In some cases, you want incoming text to take on the styles in the recipient document. You want to abandon all current formatting: you just want the text.

To achieve this, choose Edit > Copy in the usual way. When you come to paste, choose Edit > Paste Special then choose Unformatted text (or Unformatted Unicode Text).

This will paste only the text into your document. You will then have to format the text in the recipient document to suit your needs.