Protecting Styles

by Allen Wyatt
(last updated April 7, 2014)

Many people have discovered the power of using styles to format their documents. The styles allow them to easily and quickly provide a consistent look to their documents. It is possible for styles to become "corrupted" if you copy paragraphs from one document to another. For instance, let's assume that you have a document that is formatted using your well-defined styles. If someone gives you a different document, and you copy paragraphs from their document and paste them in yours, the pasted information doesn't necessarily adopt the styles you created in your document--instead, it retains much of the formatting that existed in the other document.

So how do you make sure that your styles don't become corrupted when you copy and paste information from other documents? The easy answer is to simply paste the information as unformatted text (choose Edit | Paste Special | Unformatted Text).

There are, of course, difficulties that are inherent in using this approach. The biggest problem is that once you paste the information in your document, you will need to go back and format the text using your styles. In addition, if you are copying tables from one document to the other, then you will need to completely redo the tables, in addition to applying styles.

While the reformatting procedure may seem like a lot of work, it is the only way to stop formats from being imported along with the pasted text.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1491) applies to Microsoft Word 97, 2000, 2002, and 2003.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Using the Spike to Edit

Most Word users are proficient in cutting and pasting text using the Clipboard. One of the lesser-known editing tools, ...

Discover More

Paragraph Numbers in Headers or Footers

If your documents routinely use numbered paragraphs, you may want to place the number of the page's first paragraph in ...

Discover More

Automatically Inserting Brackets

Want a fast way to add brackets around a selected word? You can use this simple macro to add both brackets in a single step.

Discover More

Do More in Less Time! Are you ready to harness the full power of Word 2013 to create professional documents? In this comprehensive guide you'll learn the skills and techniques for efficiently building the documents you need for your professional and your personal life. Check out Word 2013 In Depth today!

More WordTips (menu)

Removing Unused Styles

Got an older document that has a bunch of unused styles defined in it? You can get rid of those styles easily by using ...

Discover More

Getting the Expected Space Before a Heading

If your heading styles are designed to add extra space before the heading, you may be surprised when that extra space is ...

Discover More

Assigning a Shortcut Key to Styles

Shortcut keys are a great way to apply styles to text in a document. You can easily create a shortcut key assignment for ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is eight minus 1?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.