Tag Archives: Copy Paste

How to paste as text in OneNote

Paste as text is a simple yet useful thing. If you copy paste from anywhere into OneNote it takes a little longer than usual, especially if it is from a browser page. It also shows progress bars like Contacting the server. In addition, OneNote automatically pastes the URL of the web page at the bottom of the content pasted.

In most cases this is a good thing. But in some cases, you KNOW that you just want to paste as text. In such cases, you have to click Home tab – Paste Special and choose Keep Text Only. If you need this option often, you cannot add it to QAT. Adding the entire dropdown to the QAT defeats the purpose. It still remains a two click operation. But of course, there is a solution.

Continue reading How to paste as text in OneNote

What did I learn today? WLW Paste Special

Small but useful thing. In Windows Live Writer, I discovered Paste Special Options. Three options: Try copying from Word.

Windows Live Writer Paste Special - Dr. Nitin Paranjape

Depending upon the contents of the clipboard, the options change. Notice them and use them. I also noticed a bug. If Undo is pressed after a Paste operation, WLW does NOT Undo the paste operation. Undo only affects the actions done BEFORE the paste operation. Be careful. You may miss the unintended UNDO impact.

DO NOT copy paste data from browser. Use Power Query.

This is a common activity. Go to a browser page, find some tabular data or report and copy-paste it into Excel. Now you waste a lot of time cleaning up the unwanted things which also got pasted.
If you have Excel 2010 or above (Professional Plus or Office 365 edition),
you have a miraculously simple method available now : Power Query

stop copy pasting from browser - by Dr. Nitin Paranjape

Continue reading DO NOT copy paste data from browser. Use Power Query.

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 8 – How to open a collateral file with Insert Action

The Location

Writing this blog sitting under this beautiful Auckland Sky Tower… Lovely weather.

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The need

  • Let us say you are presenting  sales performance by month
  • In a particular month, the sales is very low
  • Someone asks you to show details of the transactions

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  • You have to now open the original Excel file which contains the raw data.image
  • How do you do it?
  • You have to stop the presentation, open Explorer and figure out where the file is
  • Many things are against you right now:
  • You are under stress… You may not find the file or find an outdated version
    Worse still, you may open some unwanted folder

Common mistake: Stuffing raw data into PowerPoint

We want to avoid such trouble during a presentation. Therefore, we try to solve the problem by trying to copy pasting the raw data into PowerPoint. Unfortunately, large amount of data cannot fit into the limited space available on the slide.

This is not really a limitation of PowerPoint. It is just that you are using the wrong approach. Here is the correct way…

The solution: Be Prepared

When you suspect that someone may question you on your summary data, you need to be prepared. How do you do that? You already know.

First step is to get the context of the original file into the slide.
Use Paste Link, Embed or Insert Object

In either case, WHILE EDITING the presentation, you can write click on the pasted object and open the Excel file. What we really want is to have the same ability DURING THE PRESENTATION.

To understand how it is done, we need a small detour.

PowerPoint Presentation = Trigger + Action

I will cover this in detail in another article. But here is the shorter version.

A presentation contains slides. Each slide has various shapes and objects on it. When you run the presentation – PowerPoint shows the first slide and waits. When you click it goes to next slide … again waits … then you click – next slide … and so on till you end the presentation.

Is this a problem in word as well?

The CLICK is called the TRIGGER and MOVING TO NEXT SLIDE is the ACTION. In our case when we click on the slide containing the summary data, it simply goes to the next slide. If you right click, the menu now shows presentation related controls. The open worksheet command is missing.

The Solution: Insert Action

This is the time we change the default behavior of PowerPoint and ask it perform a DIFFERENT ACTION when we click on the Summary object. How to do that?

  1. Click on the Excel object (it could be Paste Link or Embedded or Inserted Object icon)
  2. Open Insert tab on the ribbon and choose ACTION
  3. As you can see the default action is DO NOTHING (which means do nothing special – do the default action – which is going to the next slide)
  4. Choose Object action and select OPEN
  5. Click Ok

Powerpoint Insert Action

Now run the presentation and see what happens. On this slide, if you click anywhere outside the Excel data, it will just go the new slide as expected.

However when you move the mouse cursor over the Excel data, the cursor shape changes to indicate that it is a hyperlink. Click on it to open the Excel file.

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Show the details and then press ALT TAB to come back to the presentation. It is still running undisturbed.

Next article: PowerPoint and Psychology

Although this method works with inserted objects, there is a practical problem there. In fact there is a psychological problem.

What is the problem?

Inserted Object is shown as an icon. Therefore, your audience knows that you have a collateral file. So even if they have no reason to trouble you, they may just ask you to show the file. You don’t want that to happen. Why ask for unnecessary trouble?

We will handle that interesting situation in the next article.

Copy Paste – Part 7 – How to Insert Object

Please read the Intro post and the Embedding post before reading this article.

Insert Object embeds an existing file or new file into your document. In that sense it is like Embedding – which we discussed in the previous post. So what is the difference?

The starting point is different. In case of Embedding we first open the source document, highlight some portion of it and then paste it into destination while choosing EMBED option.

In case of Insert Object, we first go to the destination and then choose the ENTIRE FILE to be embedded. Therefore, we do not get any control over which part of the inserted file will be shown after it is added to the destination.

How to Insert Object

If you choose an existing Excel file and Insert it into PowerPoint it tries to show the contents of the Excel file in PowerPoint. Excel file can contain many worksheets. Which worksheet to show? PowerPoint does not know that because we never mentioned that – we just selected the file to insert. Therefore, PowerPoint shows you the contents of the sheet which was active when the Excel file was closed the last time.

If this sheet happens to have large amount of data, the Insert Object command may take a very long time to complete and the results will be very deplorable.

Insert Object

The solution

The solution is simple. We just need to specify that there is no need to show anything from the inserted file. Just show it as an icon. That option is shown in the Insert Object dialog itself :

Insert Object - Display as Icon

Now the Inserted file looks like this.

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It is a good idea to change that default description to something more business context specific. Click on change icon and change the title. Also note that there are many icons available. Choose the one which suits the content type.

Change display icon

File size

File size does increase as much as the original size of the file. While embedding files, make sure you are choosing the new file formats. If you embed older formats (XLS, PPT, DOC), the file size will be much larger.

Note that you can use any file in the Insert Object dialog. It need not be Office document. It could be any type of document.

Resizing the embedded Icon

The default size of the icon is very small. If required, you must manually increase the size of the icon to make it visible during the presentation.

Remember, if you make the icon visible enough, you are also taking a risk. Anyone from audience may ask you to show the contents of the file and then you must do so.

In fact that is the topic of our next article:

Next Post: Problem and Solution

You are presenting some summarized data – say – sales performance by month

  • In a particular month, the sales is very low
  • Someone asks you to show details of the transactions
  • You have to now open the original Excel file
  • You have to stop the presentation, open Explorer and figure out where the file is
  • You are under stress
  • You may not find the file, find an outdated version, open some unwanted folder… all sorts of things can and will go wrong

Do you want an easier solution?

Now that we know Paste Link, Embed and Insert Object, there is an easy solution. If you think you may have to show details during the presentation, use one of these approaches to make sure that you have the file either linked or embedded.

Now the question is – how to tell PowerPoint to open the file – ON DEMAND?

That is what we will discuss in the next article.