The Office Girl: Using Paste Special

Wednesday, December 19

Using Paste Special

If you want to paste numeric data from any program into Word you would normally just copy and paste that data. If you want to create a link from one file to another though, or you want to keep the formatting from a webpage, you must use the Paste Special option.

Paste Special feature lets you select the format of the text you paste according to how you want it represented in your file. For example, you can use Paste Special to paste text in a document as unformatted text. You can also use Paste Special to copy or move selections from other Office programs, such as Excel.

You can also link the selection you paste, meaning that any changes made to the original file are reflected in the new file.

To link between applications, cut or copy to place the text or object on the clipboard; then click the location you want to copy to. Place the insertion point there and choose Edit/Paste Special. In the Paste Special dialog box, make sure Paste Link is selected, then in the As box, select the correct object type. For example, select Microsoft Excel Worksheet Object to embed Excel data into a Word document. You can edit the contents of the linked object by double-clicking the object.

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Glossary

Application - AKA Program this refers to any piece of software on your computer.
Browser - the program used to access the internet. Microsoft's Internet Explorer is the most commonly used, although Mozilla's Firefox is also popular.
Cell reference - literally a reference to a cell. This is usually first encountered in Excel. A cell reference usually is phrased as the letter of the column and the number of the row being referred to e.g. A1
Character - Any symbol (letter, number, punctuation etc) that you type in.
Default tab stops - how far your insertion point moves when you press the Tab key
Document - A file created by using keyboard input. Basically it usually is something like a letter or resume. It might end in .doc, .rtf, or .txt.
Font - the "handwriting" used for text. Usually is either a serif or sans serif typeface.
Footer - Area at the bottom of a Word document devoted to text which is repeated in the same position for every page of the document.
Format - Changes the way your (usually) text appears.
Formula - a calculation mostly used in Excel which uses operators and cell references to express itself
Hard drive - the hard drive is your main storage device in your computer. It is also known as the "C drive", which in nerd-speak is written like C:
Header - Area at the top of a Word document devoted to text which is repeated in the same position for every page of the document.
Indentation - a way to determine how much space shows between the margins and the edge of the paragraph
Input - Input is where you put information INTO the computer. You can do this with an input device such as the keyboard or mouse.
Install - to take the contents of a disk (CD, DVD etc) and place them permanently on the computer.
Malware - anything which infiltrates or damages a computer system without the owner's informed consent.
Margins - the white spaces around the edge of your document
Operating System - a very complex piece of software, but without it you wouldn't be able to use your computer! Windows is the best known operating system available.
Operator - a symbol used to calculate, compare and otherwise express what you want to do
Paragraph - Created in Word everytime you press Enter.
Program - AKA Application this refers to any piece of software on your computer.
Software - A program (usually purchased at a store) which can be installed onto your computer. AKA Application, Program
Spyware - installed surreptitiously on a personal computer to intercept or take partial control over the user's interaction with the computer, without the user's informed consent.
Tab - a clever way of aligning your text differently within a paragraph
Uninstall - to remove an installed program from the computer.
Web based email - an email account which is accessed through a browser rather than a dedicated program. Yahoo and Hotmail are examples of this.