How to Paste with Formatting in Word: A Step-by-Step Guide

Ever had that moment where you’ve copied something awesome and you want to paste it just as it is, with all the formatting goodness, into a Word document? Well, it’s not as complicated as it sounds. In fact, you can do it in just a few clicks. Let’s dive in and figure out how to get that text looking exactly how you want it in Word.

Step by Step Tutorial: How to Paste with Formatting in Word

Before we get into the nitty-gritty, let’s understand what we’re about to do. When you paste text into Word, you might notice it doesn’t always keep the original formatting. We’re going to ensure that it does, keeping all the bolds, italics, fonts, and colors intact.

Step 1: Copy the text you want to paste

Copy the text as you normally would, by selecting it and right-clicking to choose ‘Copy’ or pressing ‘Ctrl + C’ on your keyboard.

When you copy text from a web page or a PDF, for example, it brings along with it all the formatting. This includes the font style, size, color, and any other formatting features that were applied to the text.

Step 2: Click where you want to paste in your Word document

Place your cursor in the spot where you’d like the copied text to go.

This step is pretty straightforward; just make sure you’re putting your text exactly where you want it to show up in your document. Avoid overwriting any text you want to keep.

Step 3: Use the ‘Paste Special’ command

Right-click in the Word document and select ‘Paste Special’ or go to the Home tab, click on the down arrow under the Paste button, and select ‘Paste Special’.

The ‘Paste Special’ feature gives you different options for how you can paste the copied text. For keeping the formatting, you’ll want to use the ‘Keep Source Formatting’ option.

Step 4: Choose ‘Keep Source Formatting’ and click ‘OK’

In the dialog box that appears, choose ‘Keep Source Formatting’ and then click ‘OK’.

This ensures that all the formatting from the original text is preserved, making your pasted text match perfectly with where you copied it from.

After following these steps, your text should now be pasted into your Word document with all the formatting intact. No more dull, unformatted text!

Tips for Pasting with Formatting in Word

  • Always use ‘Paste Special’ if you want to keep the original formatting.
  • If you accidentally paste without formatting, you can always undo (‘Ctrl + Z’) and try again.
  • Make sure to select the correct option in the ‘Paste Special’ dialog box – ‘Keep Source Formatting’ is the one you want for this task.
  • If you’re pasting text from a website, sometimes extra HTML code might come along. If that happens, try pasting as ‘Text Only’ first and then manually apply the formatting.
  • Remember that some complex formatting might not paste perfectly, especially if the source and destination formats are very different.

Frequently Asked Questions

What is ‘Paste Special’?

It’s a feature in Word that gives you more control over how content is pasted from one place to another, especially with regards to formatting and other data types.

Can I paste text with formatting from a web page into Word?

Yes, you can. Just follow the steps above and make sure to select ‘Keep Source Formatting’ to maintain the web page’s formatting.

Why does my formatting not look the same after pasting?

This could be due to different default settings in Word compared to the source from which you copied. Adjustments might be necessary after pasting.

Can I paste images with formatting?

Yes, using ‘Paste Special,’ you can paste images and maintain their original size and format.

What if I only want to paste the text without any formatting?

In the ‘Paste Special’ dialog box, choose ‘Unformatted Text’ instead. This will paste the text without any of its original formatting.


  1. Copy the text you want to paste.
  2. Click where you want to paste in your Word document.
  3. Use the ‘Paste Special’ command.
  4. Choose ‘Keep Source Formatting’ and click ‘OK’.


Pasting with formatting in Word doesn’t have to be a puzzle. With the ‘Paste Special’ feature, you can seamlessly integrate text from various sources into your document without losing its original style. Whether you’re working on a project that requires consistent formatting or simply want to maintain the visual appeal of your source material, knowing how to paste with formatting is a valuable skill.

While it’s relatively straightforward, remember that sometimes you may need to tweak the pasted content to perfectly fit your document’s layout. But hey, that’s all part of the creative process, right? Play around with it, and you’ll soon be pasting like a pro.

Keep these tips and tricks in mind, and the next time you’re looking to paste text into Word, you’ll be ready to go. Happy formatting!

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