Author Topic: why MS Word breaks format (Read 10944 times)

kalos · « **on:** May 29, 2015, 08:35 AM »

hello!

I cannot understand
I have a text in MS Word
I copy another text and paste it, and it changes the margins of the first text!
I tried all the possible options of pasting, but it keeps doing it!
is there a solution to this?

I just want to leave the initial text alone, maybe make it obey in new margins after the last page of the initial text, or something?

thanks!

tomos · « **Reply #1 on:** May 29, 2015, 09:37 AM »

Can you use a Clipboard Extender?
e.g. with mouser's CHS, you can paste clip as plain text which should stop it messing around with the formatting.

Another workaround might be to paste in a text editor and copy again. (I might be wrong but I'd presume a text editor wont copy any formatting.)

Edit// my word processor has the option "Paste Special", where I can paste as unformatted text. I presume Word would have something similar

Curt · « **Reply #2 on:** May 29, 2015, 10:01 AM »

many copy-programs have "keep formatting". Uncheck this option, and paste as text, like tomos said.

so, the problem here is not Word, but your clipboard.

Shades · « **Reply #3 on:** May 29, 2015, 10:02 AM »

That is an option in Office 2010, not in Office 2007 or earlier.

So, which Word version is kalos using?

A proper error description always includes the version number(s) of the software you used that got you into the mess you are in. Without that info, you are more or less praying (a.k.a. hoping for the best) for a solution. It will also take dramatically much more time to solve.

Curt · « **Reply #4 on:** May 29, 2015, 10:18 AM »

I have the newest MS Word (not sure which version, it doesn't mention anywhere!)
-kalos (May 27, 2015, 03:54 PM)

kalos · « **Reply #5 on:** May 29, 2015, 10:42 AM »

no, I am talking about my work laptop, where I have MS Word 2010/2013

kalos · « **Reply #6 on:** May 29, 2015, 10:44 AM »

why my clipboard is the problem?
I am copying from another word document and I am pasting in my initial word document
I paste several stuff, tables photos, formatted text etc
I just don't want that to affect my previous text!

dr_andus · « **Reply #7 on:** May 29, 2015, 11:39 AM »

You could try to insert some kind of a section break first (to break the continuities in the formatting), and then do the pasting, and see if that helps.

Shades · « **Reply #8 on:** May 29, 2015, 11:42 AM »

Believe me, you will notice the difference in looks between Office 2010 and Office 2013. Office 2013 has the tiled look from Windows 8. Also, with commercial software there is always an 'About' option in a menu available. Most of the time in the main menu, called 'Help' or sometimes in main menu 'File'. There you usually find the exact title and version number(s) of the software you are using.

Anyway Tomos was right. 'Paste special' is the option you need to use.

tomos · « **Reply #9 on:** May 29, 2015, 12:18 PM »

why my clipboard is the problem?
I am copying from another word document and I am pasting in my initial word document
I paste several stuff, tables photos, formatted text etc
I just don't want that to affect my previous text!
-kalos (May 29, 2015, 10:44 AM)

edit// yeah - I guess it logically should not affect previous text, but in my experience mixing formatting (by pasting) in any Office software leads to problems of one kind or another

kalos · « **Reply #10 on:** May 29, 2015, 12:29 PM »

You could try to insert some kind of a section break first (to break the continuities in the formatting), and then do the pasting, and see if that helps.
-dr_andus (May 29, 2015, 11:39 AM)

I did that
I basically added a page break
but it didn't help
is there any other kind of break that I could add?

Deozaan · « **Reply #11 on:** May 29, 2015, 01:56 PM »

Some programs allow you to use ctrl-shift-v to paste without the copied formatting.

Stoic Joker · « **Reply #12 on:** May 30, 2015, 07:12 AM »

but in my experience mixing formatting (by pasting) in any Office software leads to problems of one kind or another
-tomos (May 29, 2015, 12:18 PM)

Correct. A common cause of large Word documents corrupting is when multiple authors use different formatting methods. One of our clients had this issue a few years back until they got together on a uniform formatting method. And they haven't had another self-destructing document emergency in about 5 years since.

Pasting text with complicated formatting will frequently make a mess of things in my experience, so I've gotten in the habit of always using the right click Paste Special - strip formatting - option.

dr_andus · « **Reply #13 on:** May 30, 2015, 07:50 AM »

is there any other kind of break that I could add?
-kalos (May 29, 2015, 12:29 PM)

Add section breaks

Joe Hone · « **Reply #14 on:** May 31, 2015, 09:18 PM »

In Windows 2010, under the "Home" tab you will see "paste" with a down arrow. If you click the arrow and then "paste special" you will have different paste options for whatever is on your clipboard. Trying the different options should get the result you are looking for.

Target · « **Reply #15 on:** May 31, 2015, 09:47 PM »

if you go into OPTIONS, and select ADVANCED, the second section deals with copy and paste options.

I'd suggest you set to either MERGE FORMATTING or KEEP TEXT ONLY

sword · « **Reply #16 on:** June 07, 2015, 04:18 PM »

"why MS Word breaks format"
http://word.mvps.org...ordvswordperfect.htm
A short, clear explanation why this happens and what to do about it by John McGhie

superboyac · « **Reply #17 on:** June 07, 2015, 04:26 PM »

"why MS Word breaks format"
http://word.mvps.org...ordvswordperfect.htm
A short, clear explanation why this happens and what to do about it by John McGhie
-sword (June 07, 2015, 04:18 PM)

Man, Mr. McGhie has been the goto guy for word for a loooon time now, he is the man.
Great article, thanks.
I spent a year trying to master Word, and I'm very glad I did. The styles thing really makes my life so much easier now. As long as I don't have to collaborate on a document, because it makes me so angry to use Word my way and then have people directly formatting things, comment, return to me, and I have to work with that.

One thing MS never does, and I wish guys like John McGhie would push for is an improved toolset for managing styles. The way it's done now works, but it can be so much better. And it literally has not changed for 15 years. It pisses me off. I mean, all these new Office versions, new ribbon, and they never ever change the style manager tools. The bullet and list style manager is nearly impossible to use. There are so many traps in using styles that can really screw things up, and it is mostly just an interface issue.

kalos · « **Reply #18 on:** June 07, 2015, 04:36 PM »

ok guys, but the success of a program is not to spend 1 whole year to master it!!!

superboyac · « **Reply #19 on:** June 07, 2015, 07:54 PM »

ok guys, but the success of a program is not to spend 1 whole year to master it!!!
-kalos (June 07, 2015, 04:36 PM)

well, yea. there's that too. lol. that would be nice.

JavaJones · « **Reply #20 on:** June 07, 2015, 09:40 PM »

ok guys, but the success of a program is not to spend 1 whole year to master it!!!
-kalos (June 07, 2015, 04:36 PM)

Where's the "like" button when you need it?

- Oshyan

Vurbal · « **Reply #21 on:** June 08, 2015, 04:08 PM »

ok guys, but the success of a program is not to spend 1 whole year to master it!!!
-kalos (June 07, 2015, 04:36 PM)

Maybe not for the user, but if it takes a year to master, but people keep buying it anyway, that's exactly what Microsoft would call a success.