Word for Microsoft 365
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Select the text you want to copy and press Ctrl+C.
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Place your cursor where you want to paste the copied text and press Ctrl+V.
Tip: Use Ctrl+Shift+V to paste text without formatting. This feature is available for Office Insiders using Word for Microsoft 365.
Word 2013 — 2021
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Select the text you want to copy and press Ctrl+C.
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Place your cursor where you want to paste the copied text and press Ctrl+V.
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Copying and pasting texts in Microsoft Word is very important because it saves you lot of time and energy when duplicating words a number of times. You can select and copy a word, or group of words, and then duplicate it by pasting the word(s) wherever you want in your document.
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Launch Microsoft Word. The Microsoft Word icon should be found on your desktop; just double-click on it to launch the program.
- If it’s not on the desktop, find in the program files and click the program to launch.
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Open a Word document. Do this by clicking “File” on the top-left corner of the screen and selecting “Open.” An explorer window will appear where you can navigate your folders until you find the Word document you want to open.
- Once you’ve found the document, click on it to select, then click “Open” on the bottom right side of the window.
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Find the text you want to copy. Scroll through the document until you find the text you want to copy.
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Highlight the text. You can highlight a text by left-clicking then dragging your mouse pointer over the text that you want to copy.
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Copy the word(s). After highlighting, right-click then choose “Copy” from the options that come up.
- Alternatively, you can press Ctrl + C on your keyboard or click the “Copy” button in your Microsoft Word, which is located at the upper-left side of the Home tab, after highlighting the texts.
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Paste the word(s). Go to the part of your document where you want to place the text(s) that you’ve copied and then click on it. Right-click, and choose “Paste” from the options that appear.
- As a shortcut, you can also press Ctrl + V on your keyboard, or click the “Paste” button on the Home tab at the upper-left side of the screen.
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You can transfer a word, or words, to another part of your document by highlighting the texts, but instead of clicking “Copy,” click “Cut” or press Ctrl + X on your keyboard. After, you can paste the cut word(s) to the area you want to transfer it to.
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You can copy not only from within your Word document but from any texts that you see as long as you can highlight it.
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This tutorial shows three ways to cut, copy, and paste in Microsoft Word. First, we’ll use keyboard shortcuts. Then, we’ll use the tools in the ribbon. Lastly, we’ll use the shortcut menu. Plus, the bonus tip at the end shows how to choose a pasting option after pasting your text.
Table of Contents
- How to Use Keyboard Shortcuts to Cut, Copy, and Paste
- How to Use the Ribbon to Cut, Copy, and Paste
- How to Use the Shortcut Menu to Cut, Copy, and Paste
- Bonus Tip: How to Choose a Pasting Option after Pasting Text
But first…
What Does It Mean to Cut, Copy, and Paste?
Cutting: When you cut text or an image, you are removing it from its original location, which can be your current Word document or another editable location, such as Microsoft Excel or Google Docs. Once cut, it will be placed in the Clipboard, which is a temporary storage area on your computer.
Copying: When you copy text or an image, you are placing a duplicate in the Clipboard, but you are not removing it from its original location.
Pasting: After cutting or copying, you can then use the paste function to move the text or image from the Clipboard to a new location in your document.
For an advanced look at the Clipboard, please see “How to Use the Clipboard in Microsoft Word.”
Do you want to copy and paste formatting instead of text? Check out “How to Use the Format Painter in Microsoft Word.”
This tutorial is available as a YouTube video showing all the steps in real time.
Watch more than 150 other writing-related software tutorials on my YouTube channel.
The images below are from Word for Microsoft 365. These steps also apply to Word 2021, Word 2019, Word 2016, and Word 2013.
How to Use Keyboard Shortcuts to Cut, Copy, and Paste
The following keyboard shortcuts work in Windows across all Microsoft Office apps, Adobe Acrobat, Google Docs, and many other locations such as email platforms, social media comment boxes, and website text boxes.
To Cut or Copy
- Select the text or image you want to cut or copy.
- Press the keyboard shortcut:
Cut: Ctrl + X
Copy: Ctrl + C
Your text or image should now be cut or copied.
To Paste
- Place your cursor where you want to insert the text or image.
- Press the keyboard shortcut:
Paste: Ctrl + V
Your text or image should now be pasted into the new location in your document.
How to Use the Ribbon to Cut, Copy, and Paste
The ribbon method requires more steps than the keyboard shortcuts; however, it offers more customization options for pasting.
To Cut or Copy
- Select the text or image you want to cut or copy.
- Select the Home tab in the ribbon.
- Select Cut or Copy from the Clipboard group.
Your text or image should now be cut or copied.
To Paste
- Place your cursor where you want to insert the text or image.
- Select the Home tab in the ribbon (see figure 1).
- Select the Paste button to paste the text or image without additional options.
- Select the Paste Options menu arrow for additional options.
- Choose an option from the drop-down menu:
A. Keep Source Formatting maintains the formatting (e.g., font, size, color, etc.) of the pasted text.
B. Merge Formatting changes the formatting of the pasted text to match the formatting of the new location.
C. Picture pastes the text or other content as an image (only available in Word for Microsoft 365).
D. Keep Text Only removes the formatting of the pasted text and adds the formatting of the new location.
What Is the Difference between Merge Formatting and Keep Text Only?
The difference between Merge Formatting and Keep Text Only is a bit confusing, so let’s dig into them a little deeper.
Merge Formatting matches the formatting of the pasted text to the formatting of the new location. However, it doesn’t remove existing emphasis formatting (boldness, italics, or underlining) from the pasted text.
For example, if you use Merge Formatting to paste a twenty-word paragraph with black font and five bold words into a location with red font, all twenty words will turn red. But, the five bold words will maintain the bold format.
Keep Text Only removes all formatting from the pasted text, including emphasis formatting, and then adds the formatting of the new location to the pasted text.
So, if you use Keep Text Only to paste that same twenty-word paragraph with black font and five bold words into a location with red font, all twenty words will turn red and the five bold words will lose the bold format.
- (Optional) For further customization, choose an advanced option from the drop-down menu:
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- Paste Special opens the Paste Special dialog box with additional options including pasting as HTML format and unformatted Unicode text.
- Set Default Paste opens the Word Options dialog box where you can choose default options for pasting within the same document, pasting between documents, and pasting from other programs.
Your text or image should now be pasted into the new location in your document.
How to Use the Shortcut Menu to Cut, Copy, and Paste
The shortcut menu attached to the Mini toolbar lets you cut, copy, and paste from inside the document.
To Cut or Copy
- Select the text or image you want to cut or copy.
- Right-click the selected text or image, and then select Cut or Copy from the shortcut menu.
Your text or image should be cut or copied.
To Paste
- Right-click where you want to insert the text or image, and then select an option from the shortcut menu:
A. Keep Source Formatting
B. Merge Formatting
C. Picture (only available in Word for Microsoft 365)
D. Keep Text Only
See the definition for each option in step 5 of the section above.
Your text or image should now be pasted into the new location in your document.
Bonus Tip: Choose a Pasting Option after Pasting Text
Word provides a convenient way to choose a pasting option after you have pasted text into its new location.
- Select the Paste Options button that appears after you paste your text into its new location.
- Select an option from the shortcut menu:
A. Keep Source Formatting
B. Merge Formatting
C. Picture (Word for Microsoft 365 only)
D. Keep Text Only
Your pasted text should change formatting according to your selection.
Important Note: The Paste Options button will disappear once you perform another function such as typing or pressing the Enter key, so if you want to use this button, you must do so immediately after pasting your text.
Related Resources
How to Insert Files into Existing Files in Microsoft Word (PC & Mac)
How to Change the Font, Font Size, and Font Color in Microsoft Word
How to Insert and Modify Images in Microsoft Word
How to Add Page Numbers in Microsoft Word
Updated June 18, 2022
Move text and images in a document easily
What to Know
- Highlight the text and press Ctrl+X to cut or Ctrl+C to copy (Command on a Mac). Alternatively, right-click the text and select Cut or Copy.
- To paste, move the cursor to desired location and press Ctrl+V (Command on a Mac). Alternatively, right-click and select Paste.
- You can’t use Paste if you want to paste something other than the last item copied. To access older items, access the Clipboard.
Cut, Copy, and Paste might be the three most used commands in Microsoft Word—and for good reason. Here are the differences between Copy, Cut, and Paste, and how to use them in Word for Microsoft 365, Word 2019, Word 2016, and Word 2013.
How to Cut and Copy in Word
There are several ways to use the Cut and Copy commands and these are universal to all versions of Microsoft Word. First, use the mouse to highlight the text, image, table, or another item you want to cut or copy. Then, use one of the following commands:
- Go to the Ribbon, select the Home tab, then select Cut or Copy.
- Right-click the selected text and choose Cut or Copy.
- Use the key shortcut Ctrl + X to cut or use Ctrl + C to copy. On Mac, use Command + X or Command + C.
How to Paste the Last Item Cut or Copied in Word
There are several ways to use the Paste command that are universal to all versions of Microsoft Word. First, either use the Cut or Copy command to save an item to the Clipboard. Then, to paste it, do one of the following:
- Go to the Home tab, then select Paste.
- Place the cursor where you want the text or image to go in the document, then right-click and choose Paste.
- Use the key combination Ctrl + V to paste. On Mac use Command + V. This is the keyboard shortcut for Paste and is universal to most Microsoft Office and 365 applications.
How to Use the Clipboard to Paste Previously Cut or Copied Items
You can’t use the Paste command as outlined in the previous section if you want to paste something other than the last item copied. To access items older than that, access the Clipboard.
If you’re collaborating with others to create a document, use Track Changes so your collaborators can quickly see the changes you’ve made.
Here’s how to use the Clipboard:
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Go to the Home tab.
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In the Clipboard group, select the dialog launcher to open the Clipboard pane.
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Select the text or image you want to copy and press Ctrl+C.
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Repeat until you’ve copied all the items you want to use. The items appear in the Clipboard, with the latest at the top.
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Place the cursor in the document where you want to paste the items, then go to the Clipboard pane, select the drop-down arrow next to the item you want to paste, then choose Paste.
Alternatively, if you want to paste all of the items in your Clipboard, select Paste All.
What Are the Differences Between Copy, Cut, and Paste?
Cut and Copy are comparable commands. When you cut something, such as text or a picture, it’s saved to the Clipboard and removed from the document. When you copy something it’s also saved to the Clipboard, but it remains in the document.
If you want to paste the last item you cut or copied, use the Paste command, available in various areas of Microsoft Word. If you want to paste an item other than the last one you cut or copied, use the Clipboard history.
When you paste something you cut, it’s moved to the new location. If you paste something you copied, it’s duplicated at the new location.
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In this tutorial, we’ll talk about how to copy, cut, and paste in Word. In the previous tutorial, we learned how to select the text we want and move it to a different part of the same document or to a different document.
On the other hand, this tutorial will show you how to use copy, cut, and paste to make a copy of a text while keeping the original text or getting rid of it entirely.
Table of contents
- What Does It Mean to Copy, Cut and Paste?
- Copy Operation
- Cut Operation
- Pasting Operation
- Why is it important to use Copy and Paste in Word?
- Steps How to Copy and Paste in Word
- How to Use Keyboard Shortcuts to Cut, Copy, and Paste in Word Document
- To Cut or Copy
- To Paste
- Keyboard Shortcuts to Cut, Copy, and Paste in Windows and MacOS
- Summary
What Does It Mean to Copy, Cut and Paste?
The Copy, Cut, and Paste are the commands that are often used together on a computer’s user interface. Here are their definitions:
Copy Operation
The Copy operation won’t delete the text from its original location. Instead, it will just copy the text from its original location and put a copy of it where you want it. When you copy text or an image, you make a copy in the Clipboard, but you don’t take the original out of its place.
Cut Operation
The Cut operation will move the content from its original location to a new location. When you cut text or an image, you remove it from where it was before.
This could be your current Word document or another place where you can change things, like Microsoft Excel or Google Docs. When you cut something, it will go into the Clipboard, which is a temporary place on your computer to store things.
Pasting Operation
The Pasting operation is after cutting or copying, you can then use this function to move the text or image from the Clipboard to a new location in your document. The Clipboard task pane holds many of the last images and text you copied or cut.
Why is it important to use Copy and Paste in Word?
The copy and paste tool is important because it allows you to transfer text from one location to another without retyping it. This information may be as extensive as an entire paper or website or as small as a single letter.
Copy and paste can help you save time at work, which may increase your productivity. This function can be used in apps on a range of platforms, including PCs, tablets, and smartphones.
The following are the steps on how to copy and paste the content in word.
- Step 1 − Select a portion of the text using any of the text selection methods.
- Step 2 − You have various options available to copy the selected text in clipboard. You can make use of any one of the options.
Using Right-Click −When you right-click on the text you want to copy, the copy option will show up. If you click this option, the content you chose will be copied to the clipboard.
Ribbon Copy Button −Once you’ve chosen some text, you can copy it to the clipboard by clicking the copy button on the ribbon.
Using Ctrl + c Keys − After selecting a text, just press Ctrl + c keys to copy the selected content in clipboard. - Step 3 −Click the location where you wish to copy the selected text, and then select one of these two simple options.
Ribbon Paste Button −To paste the copied content in the preferred destination, simply click the Paste button located on the ribbon.
Using Ctrl + V Keys − This is the easiest method for pasting the content. Simply press Ctrl + V to copy and paste the content to the new location.
How to Use Keyboard Shortcuts to Cut, Copy, and Paste in Word Document
The following keyboard shortcuts to Cut, Copy, and Paste work on Windows in all Microsoft Office apps, Adobe Acrobat, Google Docs, and many other places, like email platforms, social media comment boxes, and website text boxes.
To Cut or Copy
- Select the text or image you want to cut or copy.
- Press the keyboard shortcut:
- Cut: Ctrl + X
- Copy: Ctrl + C
Your text or image should now be cut or copied.
To Paste
- Place your cursor where you want to insert the text or image.
- Press the keyboard shortcut:
- Paste: Ctrl + V
Your text or image should now be pasted into the new location in your document.
Keyboard Shortcuts to Cut, Copy, and Paste in Windows and MacOS
Here are the Keyboard Shortcuts to Cut, Copy, and Paste in Windows and MacOS:
| Commands | Windows Users | Mac Users |
| Paste | Ctrl+V | Command+V |
| Cut | Ctrl+X | Command+X |
| Copy | Ctrl+C | Command+C |
Summary
In this tutorial, we’ve talked about the ways to copy and paste text in MS Word documents as well as what those terms mean. We also gain insight into what the tips are for copy and paste text in a document. Furthermore, we also picked up some skills on what the short cut keys in copying, cutting and pasting text.
We hope this tutorial helps you as you plan to create a document in MS Word.
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