Sometimes, when you copy and paste content into different programs, the format of the content will change because of the different formatting styles used. Web-based products generally use the HTML format, but legacy software generally does not support this format. Sometimes, you can solve the problem by updating the software, but there is another way for those of you who don't want to change the software used.
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Method 1 of 3: Using Paste Special
Step 1. Cut or copy the text you want to move it to the clipboard
Step 2. Find the Paste Special function
This function can be used to format the text in the software you want. The location of this function varies, depending on the software used.
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In Microsoft Office 2007 and later, this option is in the Home menu > Paste > (arrow under the clipboard icon) > Paste Special…
In newer versions of Microsoft Office, a tiny clipboard icon may appear at the end of the text after pasting it. You can then select a format under the icon
- In OpenOffice, this function is in File > Edit > Paste Special.
- Google Docs provides the same functionality in Edit > Paste Special, but it's only useful for content copied/pasted from the browser.
Step 3. Select the pasting option
Depending on the software you are using, the pasting options may have a different nomenclature. Different options will result in different formats.
- To keep the entire formatting of the text, click “Keep Source Formatting” or “HTML Format”.
- To keep text formatting and ignore images, click "Keep Text Only".
- If the two documents have a special format (such as a list or table) that you want to merge, click "Merge Formatting".
Method 2 of 3: Using HTML-Enabled Software
Step 1. Check if the software you are using supports HTML format
Unsupported formats are the most common reason for format loss when you paste content from a web-based program into a non-web program.
- Most email clients or office applications have HTML formatting options enabled by default, whether they are web-based clients (such as Gmail or Google Docs) or desktop (such as Word/Outlook).
- Old or simple software, such as WordPad, Notepad, or TextEdit will not support the HTML format.
Step 2. Enable the HTML format option
Your software may support HTML formatting, but disables that option by default. How to enable this option varies, depending on the client you are using. Generally, HTML format options are labeled "HTML Format" or "Rich Text", and can be found on the client settings page or text box.
For example, Outlook's format options are in Tools > Options > Mail Format
Step 3. Copy and paste complex formatted content
Once the source and destination program's HTML format options are enabled, you can easily copy and paste formatted text, just like regular text.
Method 3 of 3: Saving File as HTML
Step 1. Create a document in a word processor
If you don't want to use another word processor and can't enable HTML formatting, you can still format the text as usual and save it in HTML format.
Step 2. Save the file as a web page
The format you enter will be converted to HTML. Once modified, you can open the file and copy its contents.
Click File > Save As…, then select the Web Page (.htm or.html) option in the "Save as Type" dialog box. The method of saving files may vary depending on the software you are using
Step 3. Open the file in a browser
Your browser will display a web page with formatted text. If the file doesn't open in your browser, you have two other ways to open it:
- Drag and drop the HTML file onto the browser icon.
- Right-click the HTML file, then click Open With and select your browser from the list.
Step 4. Copy/paste the text from the browser page into the email
Since web pages are in HTML format, you can paste them into your email client without any formatting issues.
