How to use the Paste Options button to paste data into a table in Word 2002 and in Word 2007

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SUMMARY

This article describes how to use the Paste Options button to paste data into a table in Microsoft Word 2002 and in Microsoft Office Word 2007.

MORE INFORMATION

When you paste a table into a document in Word, the Paste Options button appears as a square with a picture of a clipboard. There is an arrow on the right side.

The Paste Options button enables you to decide whether you want to paste the data as you originally copied it, to change the style so that it fits the style of the document into which you are pasting the data, or to apply specific characteristics to the data, based on the content.

To paste data into a table, follow these steps:
  1. Copy a list, and then paste it into a Word document.

    The Paste Options button appears.
  2. Click the Paste Options button, and then click the option that you want for your pasted information.

Copying and pasting tables in Word 2002

When you are copying and pasting a table in Word, you can perform the following actions by using the Paste Options button:
  • Paste a single table cell as text
  • Make sure tables are not accidentally nested
  • Merge pasted tables with existing tables, and preserve alignment and formatting
When you paste a table in Word, the default Paste Options button offers several options. These options are described in the following list:
  • Keep Source Formatting

    This maintains the table formatting. When you are pasting data to a new document, the default is Keep Source Formatting.
  • Match Destination Table Style

    If you are pasting a single cell, the formatting is cleared and the destination formatting is applied.

    If you are pasting multiple cells, the formatting is cleared and the default table style is applied.
  • Keep Text Only

    This option pastes the data as unformatted text (tab-delimited text).
  • Keep Source Formatting and Link to Excel

    This option pastes the table but keeps the formatting of the original table. Additionally, this links to the Microsoft Office Excel 2007 document file. If you modify the data in the table by making changes to the Excel 2007 document, the change is updated in the pasted table.
  • Match Destination Table Style and Link to Excel

    This option pastes the table but formats the table by using the current table style of the Word 2007 document. Additionally, this links to the Microsoft Office Excel 2007 document file. If the data in the table is modified by making changes to the Excel 2007 document, the change is updated in the pasted table.
  • Merge With Existing Table

    This merges the pasted table with the existing table in the document and changes the table formatting to match the destination. This option is available only if there is already a table below or above the cursor. (See the note at the end of this list.)

    If your cursor is below or above an existing table when you are pasting data, the default is Merge with Existing Table.
  • Keep Original Table Formatting

    This appends the table but keeps the formatting of the original table. This option is available only if there is already a table below or above the cursor.
  • Insert as Nested Table

    This option pastes the table as a nested table in the existing table.

    If your cursor is in an existing table when you paste the data, the Paste Option default is Insert as Nested Table.
  • Insert as New Rows

    This option pastes the table as new rows on the existing table.
  • Apply Style Formatting

    The Styles and Formatting task pane is displayed so that you can apply additional formatting.
NOTE When the cursor is above or below a table, there is a new command on the Edit menu. The new command is the Paste by Appending Table command. The Paste by Appending Table command forces the copied table to be added to the destination table when it is pasted into the document.

When the cursor is inside a table, the default behavior of the Paste command on the Edit menu is Paste as Nested Table. This command forces the pasted table to be nested into the existing table.

Copying and pasting tables in Word 2007

When you are copying and pasting a table in Word 2007, you can perform the following actions by using the Paste Options button:
  • Paste a single table cell as text
  • Make sure tables are not accidentally nested
  • Merge pasted tables with existing tables, and preserve alignment and formatting
When you paste a table in Word 2007, the default Paste Options button offers several options. These options are described in the following list:
  • Keep Source Formatting

    This option maintains the table formatting. When you are pasting data to a new document, the default is Keep Source Formatting.
  • Match Destination Table Style

    If you are pasting a single cell, the formatting is cleared and the destination formatting is applied.

    If you are pasting multiple cells, the formatting is cleared and the default table style is applied.
  • Paste as Picture

    This option pastes the table data as a single picture.
  • Keep Text Only

    This option pastes the data as unformatted text (tab-delimited text).
  • Keep Source Formatting and Link to Excel

    This option pastes the table but keeps the formatting of the original table. Additionally, this option links to the Excel 2007 document file. If you modify the data in the table by making changes to the Excel 2007 document, the change is updated in the pasted table.
  • Match Destination Table Style and Link to Excel

    This option pastes the table but formats the table by using the current table style of the Word 2007 document. Additionally, this option links to the Excel 2007 document file. If the data in the table is modified by making changes to the Excel 2007 document, the change is updated in the pasted table.
  • Insert as Nested Table

    If your cursor is in an existing table when you paste data, the Paste Option default is Insert as Nested Table. This option pastes the table as a nested table in the existing table.
  • Merge with Existing Table

    If your cursor is above or below an existing table when you are pasting data, the default is Merge with Existing Table. This merges the pasted table with the existing table in the document and changes the table formatting to match the destination. This option is available only if there is already a table below or above the cursor. (See the note at the end of this list.)
  • Keep Original Table Formatting

    This appends the table but keeps the formatting of the original table. This option is available only if there is already a table below or above the cursor.
  • Insert as New Rows

    This option pastes the table as new rows on the existing table.
NOTE When the cursor is above or below a table, there is a new command on the Paste menu of the Paste command. The new command is the Paste by Appending Table command. This command forces the copied table to be added to the destination table when it is pasted into the document. The new command is the Paste by Appending Table command.

To use the Paste by Appending Table command, follow these steps:
  1. On the Home tab, click the arrow under Paste in the Clipboard group.
  2. Click Paste by Appending Table.
When the cursor is inside a table, the default behavior of the Paste command on the Home tab in the Clipboard group is Paste as Nested Table. This command forces the pasted table to be nested in the existing table.

To use the Paste as Nested Table command, follow these steps:
  1. On the Home tab, click the arrow under Paste in the Clipboard group.
  2. Click Paste as Nested Table.

Properties

Article ID: 284842 - Last Review: March 22, 2007 - Revision: 2.1
APPLIES TO
  • Microsoft Office Word 2007
  • Microsoft Word 2002 Standard Edition
Keywords: 
kbhowto KB284842

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