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    Paste Plain Text into Microsoft Word

    Do you copy text from one document or web-page and then paste it into Microsoft Word?

    Do you want the formatting to be the same as the rest of your Word document, or the same format as the document you copied?

    Most of the time, I prefer the pasted text to be in the format of the current document.  If I need to alter the text, indent, bullet, etc…I can do that later.

    It is rather easy to Paste Special/Unformatted Text in Word.

    1. From either the Edit menu or the Home Ribbon, choose Paste Special
    2. Choose Unformatted Text from the dialog box
    3. Click OK.

    For those of us who prefer to use Ctrl-V when we paste, that choice is not available.

    I read a tip many years ago about changing the function of the Ctrl-V shortcut keys to execute Paste Unformatted Text.

    In simple terms, you create a macro and assign it to Ctrl-V.  Downside, if you want to paste including formatting, or another type of Paste Special, you will have to use the menu.

    For Word 2007

    1. Open a blank document
    2. Navigate to the Developer Tab in the ribbon (did I tell you I cannot get used to the ribbon?) – If you do not have the Developer Tab on your ribbon, go to the bottom of this post for a tip.
    3. Click the Record Macro button
    4. Name your Macro, “PasteUnformatted” is a good one
    5. Click the Keyboard button
    6. Press Ctrl-V on your keyboard
    7. Click the Assign button
    8. Click the Close button
    9. The Macro Recorder is running, but since Word 2007 does not seem to record this macro correctly, click on the Stop Recording button
    10. Click on the Macros button
    11. Choose “PasteUnformatted” from the list and click on the Edit button
    12. You will see the code for any macros in this document.  Find the PasteUnformatted code.  It should look like this:

      Sub PasteUnformatted()


      ‘ PasteUnformatted Macro

      End Sub

    13. Add the line:
      Selection.PasteSpecial DataType:=wdPasteText
      so that it looks like this:

      Sub PasteUnformatted()

      ‘ PasteUnformatted Macro


      Selection.PasteSpecial DataType:=wdPasteText
      End Sub

    14. Close the editor, it will save automatically
    15. Test out your new keystrokes.
    16. Copy some text from a web-page
    17. Navigate to Word 2007
    18. Paste using the Ctrl-V keys then try using the button in the ribbon.
    19. They should be different, unless the web-page was formatted exactly like your Word document.


    For Word 2003 – the process is very similar

    1. Open a blank document
    2. Choose Tools/Macro/Record New Macro from the menu.
      Name your Macro, “PasteUnformatted” is a good one
    3. Click the Keyboard button
    4. Press Ctrl-V on your keyboard
    5. Click the Assign button
    6. Click the Close button
    7. The Macro Recorder is running, but since Word 2003 does not seem to record this macro correctly, click on the Stop Recording button or choose Tools/Macro/Stop Recording from the menu
    8. Choose Tools/Macro/Macros from the menu
    9. Choose “PasteUnformatted” from the list and click on the Edit button
    10. You will see the code for any macros in this document.  Find the PasteUnformatted code.  It should look like this:

      Sub PasteUnformatted()

      ‘ PasteUnformatted Macro


      End Sub

    11. Add the line:
      Selection.PasteSpecial DataType:=wdPasteText
      so that it looks like this:

      Sub PasteUnformatted()

      ‘ PasteUnformatted Macro


      Selection.PasteSpecial DataType:=wdPasteText
      End Sub

    12. Close the editor, it will save automatically
    13. Test out your new keystrokes.
    14. Copy some text from a web-page
    15. Navigate to Word 2003
    16. Paste using the Ctrl-V keys then try using the button in the ribbon.
    17. They should be different, unless the web-page was formatted exactly like your Word document.

    That is all there is to it.  It is quite a few steps, but in about 5 minutes you can save yourself lots of time later.  Let me know how it works for you!

    ———-

    How-To-Show-The-Developer-Tab-In-Word-2007

    1. Click on the Office Button
    2. Click on the Word Options button
    3. Choose Popular
    4. There should be a check box next to “Show Developer Tab in the Ribbon” — Check that box.
    5. Click OK
    6. The Developer tab should be in your Ribbon now.