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  1. #1
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    Paste Problems (Office 2003)

    When I copy and paste from one Word document to another, or copy and paste from Word to Front Page, sometimes I lose the formatting from the original document. Example: Original document is formatted Arial, 12 pt. but when I paste, the pasted text is Times New Roman 12 pt. The worst part is the problem is intermittent. Sometimes I have the problem, sometimes I do not have the problem. Thank you in advance for your replies.

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    Re: Paste Problems (Office 2003)

    Thank you Hans. What is most baffling is the intermittent nature of the issue.

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    Re: Paste Problems (Office 2003)

    If you're certain that this behavior is not caused by different style definitions in the source and destination documents, it could be caused by an add-in. See Phil Rabichow's <!post=Systematic Approach to Behavioral Problems in Word,197827>Systematic Approach to Behavioral Problems in Word<!/post>.

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    Re: Paste Problems (Office 2003)

    Thank you. I will check out the link.

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    Re: Paste Problems (Office 2003)

    Hans - I'm a little confused by your 2nd para, 1st sentence "...B, standard text in document A will be in Arial 12". Far be it from me, though, to raise such questions but...

    Why Arial **12**? What is "standard text?"

    Maybe my confusion is due to use of "standard text" vs "Normal style" - I don't think of the phrase "standard text" and am not even sure what that really means (other than a "poor man's" way of referring to the "Normal style"). I think of copying/pasting a style since all text has some style. If the copied style does not exist in doc B, it is created in doc B using the formatting attributes from doc A. If it does exist in doc B with different formating attributes, the copied text takes on the attributes of the same-named style in doc B.

    Am I missing something?

    TIA

    Fred

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    Re: Paste Problems (Office 2003)

    Sorry, that was a typo. I should have written Arial 10, of course. <img src=/S/blush.gif border=0 alt=blush width=15 height=15>

    By standard text I meant text that hasn't explicitly been assigned another style, so it will use Normal style.

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    Re: Paste Problems (Office 2003)

    When you copy from one Word document to another, it's probably a matter of styles.

    If the Normal style is defined as Arial 10 in document A, and as Times New Roman 12 in document B, standard text in document A will be in Arial 10 (Note: I originally wrote Arial 12, but that was a typo). If you copy and paste the text into document B, it'll take on the formatting of standard text there, i.e. the pasted text uses Times New Roman 12.

    I don't know anything about FrontPage, so I hope someone else can help you with that.

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    Re: Paste Problems (Office 2003)

    OK on the typo. Thought it was me since I tend to gloss over some of these issues too.

    But...

    "By standard text I meant text that hasn't explicitly been assigned another style, so it will use Normal style."

    So if you start a new document based on a template (not just the Normal template or "Blank document"), the first text you type has not been **explicitly** assigned another style. You're typing and the text gets assigned the attributes of the Normal style as defined in that template. It seems that all templates have a Normal style. I guess there's no way to say that when a new document is started based on a template that the text should use style=x, where x could be any style.

    If you hit Enter to create a new paragraph, the new para gets assigned the same style as the previous para, so it too uses the Normal style - not explicitly assigned either (or is it by virtue of the "inheritance" rule of a new para created when hitting Enter?).

    If I enter text for a Heading and that heading style has a style for paragraph after as Normal, is Normal being explicitly assigned to the para following the heading?

    OK. Maybe I have it.

    Fred

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    Re: Paste Problems (Office 2003)

    A blank template has one empty paragraph. By default, this paragraph will use Normal, but you could assign another style, say MyStyle, to the paragraph and save the template. From then on, all *new* documents created from the template will have a MyStyle paragraph too. It won't affect existing documents based on the template.

    Each style has a "Style for following paragraph". This is the style that will be assigned to the paragraph that is created when the user presses Enter at the end of a (non-blank) paragraph.
    By default, the "Style for following paragraph" is the same as the style itself - for example, if you press Enter at the end of a non-blank paragraph formatted as List Bullet, the next paragraph will use List Bullet too.
    But there are exceptions, notably the Heading styles. For the Heading styles, Normal has been set as "Style for following paragraph", so that if you press Enter at the end of a heading, the next paragraph will use Normal. This is because you normally don't have two or more heading paragraphs in a row.
    You can set and change this behavior in the Modify Style dialog.
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    Re: Paste Problems (Office 2003)

    Hi Hans,

    What I was questioning in my last post was your use of the phrase "standard text" and its use when text hasn't been "explicitly" assigned another style.

    "By standard text I meant text that hasn't explicitly been assigned another style, so it will use Normal style."

    Specifically, what does it mean for "text that hasn't explicitly been assigned another style?" I gave a few examples of what might be confusing (at least to me) as to whether a style was "explicitly" assigned.

    Your example of changing the style of the one paragraph in an otherwise blank template still seems to me to be an explicit assignment - certainly in the template and then, by way of it being used as the basis of a new document, to any text typed in that new doc that doesn't have a style assigned while in the new doc. At least it's as explicit as some of the examples I gave.

    So I still don't know what "standard text" is and which examples from my last post and your answer are explicit assignments and which aren't.

    But with your answer, I think we can explicitly close this part of the thread.

    Fred

  11. #11
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    Re: Paste Problems (Office 2003)

    One of the features of Office 2003 is that when you copy and paste, immediately after you have pasted (but only before you do anything else at all) you get the option of using a little drop down menu to choose whether to keep the formatting of the place it came from, or the place it's going to, or other options in some cases. The menu you get looks like the screen shot below, but it will vary depending on which application you paste from and to, or what the bit of the document is like that you are pasting into. The example below is pasting from Word into Word, but if I were to paste from Word into say PowerPoint, I would get different options on the drop-down menu.

    Experience also shows that which of the options Office choses by default depends on the context. So for instance if I paste a row from a table into another place in a Word document, the default option seems to be to keep the source formatting. But if I paste it onto the end of another table of similar design, the default seems to be to adopt the formatting of the table it's being added to. This could be why the behaviour you see seems to vary.

    Does that help?

    Ian
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    Re: Paste Problems (Office 2003)

    Thank you, Ian. This does help. What is weird is that sometimes I get the little icon and sometimes I do not. What I have done most recently is to make sure all unused and unnecessary formatting is deleted from both the send document and the receiving document. Example: I past from Word into FrontPage. What I am now doing is copying a sample of the "from" document in FrontPage into the "send" document in Word, making sure formatting matches in both documents. I am also monitoring all the formats in the Word docs. Thank you again for the suggestion.

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