Category Archives: Copy Paste

Irritant: Text and Picture layout problems in Word?

New series

Our Copy Paste series is not yet over. But I am starting another one based upon feedback from readers. In this series, I will cover common  problems and solutions, starting with perhaps one of the most common irritant: Text and Picture layout problems in Word.

There are already many such sites for quick troubleshooting or Tips and Tricks. That is like spoon-feeding. This blog is not a quick fix.

Therefore, after giving the immediate solution, I will also explain the concept behind it and related features. This way, you learn something specific as well as something larger and generic. It amplifies the benefit and makes you more capable and confident.

Problem 1 – Text does not wrap around a Picture

When you insert a picture which is smaller than the width of the document it just stays there and space around it is wasted. If you type something before it, the picture moves. Very irritating! You want the text to wrap around nicely.

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Quick Fix

  1. Click on the picture.
  2. Picture Tools menu appears in the Ribbon.
  3. Click on it. Choose Wrap Text dropdown
  4. Click Square
  5. That’s it

text and picture layout options in Word

If you realize that you need to set the Square option often, click on the last option Set as Default Layout. Now onwards, when you insert a picture, the desired layout is applied  automatically.

Text and Picture Layout Knowledge

  • When a picture is added, it behaves as though it is text – because that is the default setting In Line With Text
  • It basically means that the picture is treated as text (like a large font text).. Therefore it moves around when you edit the text before it
  • There are two modes in which pictures (or other objects) can be treated by Word
  • As text or as a floating object
  • Clicking on SQUARE option makes it a floating object and also specifies how it interacts with the document text.
  • Word is smart enough to wrap the text around
  • If you move the picture, the text will readjust

Exercise

  • Try different modes and see how it behaves. You will learn the usage.

More Picture Layout Knowledge

Look at the dropdown.

First option is treat the Image as text.

Next section (from Square, Tight, Through, Top and Bottom ) controls how the text wraps around the text.

The third section (Behind or In Front) decides the object position with respect to the text. Behind text is like having a paper on which you put a sticker and then printed the text on it. In Front of text is like you printed the text and then put a sticker on top of it.

More options of course give you more sophisticated options. If you need to do precise arrangements in layouts like newsletters, professional reports, case studies, brochures – you must know every option there. You will be surprised to know how sophisticated it is.

Final option is obvious. If you have changed the settings and you like them, then set those as the default.

Win Prizes: Answer this Quiz question

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Question: What is the difference between Square and Tight and when is tight option practically useful?

Post your answers as comments to this blog.
First right answer will get the gift voucher by mail.
Please mention your email id in the reply.

You can redeem it against any Amazon.Com purchase. It never expires.

Quiz closes on 11:59 PM, 19th November 2013 Indian Standard Time.

Copy paste – Part 14 – Explore Paste Special in Word

Copy paste goes wrong often while working with multiple word documents. Here is how to get it right – every time.

Question. Do you use styles in Word?

If the answer is NO, then we need a quick primer. If you already use styles, skip this section. Remember one general rule about using Office efficiently.

Office is created to help us. We are not born to help Office!

Sounds funny? It is not. Read on …

When we create Word documents, there is regular content and then there are topics and subtopics (headings or sub-headings). We usually format these topics manually to make them look prominent. That is a complete waste of time. That is what I call “we are trying to help Word”. Why? Because we think it is not capable of understanding what we want.

Trust me – just expect a little more from Word (and Office). You have no idea how much effort has gone into creating the product. Even the smallest and rarest inconvenience is taken care of.

To cut a long story short, just type the heading and click Heading 1 in the Styles dropdown in Home tab.

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There are up to 9 levels of headings. If you use styles you get many benefits like automatic navigation pane, table of contents, automatic numbering, ability to rearrange document just with drag drop of headings, ability to create a presentation automatically and so on. I will write a separate series on Styles.

But for now just start using styles instead of manual formatting.

Copy paste in Word

Word works like this. There is the copied content (from source) and the destination where you are pasting it. If there is no style used in either, then it keeps the source formatting. If styles are used, it tries to merge the styles.

Copy paste without usage of styles

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Now if you select and copy something from source to destination – what do you expect? It should adjust to the blue surroundings. Unfortunately, the default is – Keep Source Formatting. Therefore, this is what happens.

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The answer is obvious if you have read the Copy Paste series of articles.

If not, notice that small little icon. Click on it.

Merge Formatting merges the paragraph level formatting and keeps the character level formatting (Bold, Italic, etc is applied and remembered at character level).

paste special in word

Choosing Keep Text Only (A) achieves the desired effect because it only pastes the raw text so that the local formatting is fully applied.

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This is how it works – even across documents where styles are not used.

Remember that you can use the keyboard shortcut CTRL T.

Copy pasting when styles are used

This is relevant only while copy-pasting across different documents.

If source style is different than destination style, then the default option is
Use Destination Style. The logic is simple – the pasted text looks uniform.

Copy paste with styles - paste special in word

The source Heading 1 style (brown) was adjusted to match
the destination Heading 1 style (blue). Notice that the formatting manually applied to the paragraph was retained. You will have to handle that separately.

If you want you can choose other options Keep Source Styles, Merge Formatting, Keep Text Only. But in case of style conflict, the default option works best.

Setting default paste

Word is a very sophisticated word-processor. Therefore, it provides very granular control over copy paste. Click the Set Default Paste… option and see for yourself.

Set default paste in Word

There are four possible options. You can change the settings independently. I suggest that you try changing the first two options to Keep Text Only if you do lot of cross-document copy paste without using styles. The third and fourth option defaults are usually appropriate.

Try how it impacts your copy paste effectiveness. If it is not satisfactory, you can tweak the settings as required.

For IT professionals

I have not checked this personally. But I think you can set these defaults using group policy for Office 2013. Yes. In case you have not noticed it, Office has been providing full Group Policy integration using ADM files since 2003. High time you explored and used it to improve efficiency. Will write an article about it later.

In the next article I will discuss more Copy Paste settings available in Word

Copy Paste – Part 13 – A better shortcut for Paste Special

Most common ways of invoking Paste Special are:

  • Alt E S keyboard shortcut
    This was the older (2003 or before) version shortcut – Alt E = Edit Menu, S was the hotkey for Paste Special
  • Open the dropdown of Paste in Home tab in the ribbon and choose Paste Special
  • Right click – Paste Special

A better shortcut

Although all these methods work, Microsoft added a NEW shortcut since Office 2007. Most people don’t discover it. The shortcut is

Paste special shortcut

Why should you use this shortcut?

The reason is simple. Paste Special is a variation of Paste. Paste shortcut is CTRL V. For Paste Special CTRL ALT V is more intuitive. It is definitely better than using mouse anyway.

But there is more to it.

Compare the actual act of pressing the older shortcut –

Paste special shortcut

On the fact of it, there are three keys to be pressed in either case. So what is the difference?

Let me show you the difference using a keyboard layout.

You try pressing Alt E S using left hand and see the position of fingers.

Now compare it with CTRL V and CTRL ALT V

Usually we press CTRL key using little finger and V using index finger. The middle finger is anyway resting near ALT key. Look at the photo on left side – I have intentionally flexed the middle finger to expose the Alt key.

You just have to decide is it Paste or Paste Special at the last moment. If it is paste, don’t press the middle finger, if it is paste special – just press the middle finger (right side photo)

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Another alternative is little finger for Ctrl, Index finger for V and thumb for Alt – which is also convenient. You try it out yourself and choose the method which is most comfortable to you.

This is ergonomics!

Imagine the amount of effort the Office team is taking to make our life easier and healthier… it is just that we simply don’t notice these things and therefore are not able to utilize the products effectively.

By the way, the imageshortcut works across ALL Office products. Including Project and Visio.

No Paste Special option in OneNote. Why?

It does not work for OneNote because OneNote does not have Paste Special functionality at all. It does not mean that you cannot choose the paste format in OneNote. It does offer four paste options as expected:

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In that case, the question is – why did Microsoft not choose a default format for paste and provide Paste Special in OneNote (like all other products)? Just to avoid a Paste Special dialog? That does not sound like a good reason.

This is my guess but I think that is the logical explanation.

The reason OneNote does not have two separate options – Paste and Paste Special – because :

  1. OneNote is used for various types of copy paste from diverse sources. And it is a comparatively new product – and most people don’t even know that it exists – even if they have it installed! Therefore, Microsoft did not / could not finalize a default format based upon common user behavior pattern.
  2. If you have started right clicking instead of Paste or Paste Special – as recommended in my earlier article, you will realize that the demarcation between paste and paste special is simply irrelevant.

Next article

Although the Copy Paste series is far from over, I will deviate from it and show you how to find useful keyboard shortcuts and reduce the damage to your wrist and tendons (which can happen due to excessive usage of mouse, among other things).

Copy Paste – Part 12 – Reorder Content with Shift Alt Up/Down

The need

We often write in the order in which it comes to our mind. We then tend to reorder content by copy pasting it. There is a better method.

Just remember these very powerful shortcuts

Reorder content - keyboard shortcut for moving a bullet, line, paragraph, table row

Shift Alt Up / Down Arrow

Whenever you write content or text with paragraphs, in any Office product, you can use the Shift Alt Up and Down arrows to move it up or down.

This works with:

  1. Word paragraphs. DO NOT select the paragraph. Just click inside and use the shortcut
  2. Word Tables – reordering table rows is extremely painful if done manually. Try this shortcut and you will curse yourself for not knowing it for so many years!
  3. Word Outline view to reorder entire Headings or Sub-headings (provided these are collapsed)
  4. PowerPoint bullets
  5. PowerPoint SmartArt Text Editor
  6. Outlook (because it uses Word as the editor)
  7. OneNote
  8. It does NOT work with PowerPoint tables. Because these are more of graphical elements and not formal tables.
  9. Excel is a grid – therefore this method does not in Excel as well.

Shift Alt Right and Left Arrow

This is even more powerful.

Word

In case of Word, by pressing Shift Alt Left arrow, you actually promote the heading style – or apply Heading1 Style.

If you use Shift Alt Right arrow, it demotes the style (and outline level)

This is the fastest way of creating documents with styles. No need to click on styles or use keyboard shortcuts which are more complex (Ctrl Alt 1 2 or 3).

PowerPoint

Like Word, it can be used for promoting and demoting bullets.

Usually to create sub-level bullets we use TAB key. But that works just after a fresh new bullet is added. If you are somewhere in the middle of a paragraph, pressing TAB key will actually insert a tab and increase spacing.

However, Shift Alt Left / Right arrows work irrespective of where your cursor is.

Now the most powerful usage in PowerPoint is to edit hierarchical information in SmartArt Editor. Try to insert a SmartArt of type – Hierarchy – choose some Org Chart and then go to the editor. You can easily promote or demote items very quickly using this shortcut key.

Try these simple yet powerful shortcuts. Let me know your feedback. If you find more uses for this shortcut, do let me know.