Paste Directly as Text in OneNote

This 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 the plain 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.

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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.

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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

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Copy paste – Part 14 – 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).

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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.

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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.

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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 – Opening a collateral file during a presentation

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.

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

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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.