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Writing-Related Software Tutorials

How to Cut, Copy, and Paste in Microsoft Word

By Erin Wright

Roll of tape and scissors with text overlay "How to Cut, Copy, and Paste in Microsoft WordThis 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.

Are you on a Mac? Please visit “How to Cut, Copy, and Paste in Word for Mac.”

Quick Links:

  • 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

  1. Select the text or image you want to cut or copy.
  2. Press the keyboard shortcut:

Cut: Ctrl + X

Copy: Ctrl + C

Your text or image should now be cut or copied.

To Paste

  1. Place your cursor where you want to insert the text or image.
  2. 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

  1. Select the text or image you want to cut or copy.
  2. Select the Home tab in the ribbon.
Home tab in Word 365
Figure 1. Home tab
  1. Select Cut or Copy from the Clipboard group.
Cut and Copy buttons in the Home tab in Word 365
Figure 2. Cut and Copy buttons

Your text or image should now be cut or copied.

To Paste

  1. Place your cursor where you want to insert the text or image.
  2. Select the Home tab in the ribbon (see figure 1).
  3. Select the Paste button to paste the text or image without additional options.
Paste button in the Home tab in Word 365
Figure 3. Paste button
  1. Select the Paste Options menu arrow for additional options.
Paste Options menu arrow in Word 365
Figure 4. Paste Options menu arrow
  1. 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.

Paste Options menu in Word 365
Figure 5. Paste options

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.

  1. (Optional) For further customization, choose an advanced option from the drop-down menu:
    • 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.
Paste Special and Set Default Paste options in Word 365
Figure 6. Paste Special and Set Default Paste options

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

  1. Select the text or image you want to cut or copy.
  2. Right-click the selected text or image, and then select Cut or Copy from the shortcut menu.
Cut and Copy options in the Mini toolbar shortcut menu
Figure 7. Cut and Copy options

Your text or image should be cut or copied.

To Paste

  1. 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.

Paste Options in the Mini toolbar shortcut menu
Figure 8. Paste options

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.

  1. Select the Paste Options button that appears after you paste your text into its new location.
Paste Options button in Word 365
Figure 9. Paste Options button
  1. 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

Paste Options button menu in Word 365
Figure 10. Paste Options menu

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 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 April 11, 2022

Filed Under: Microsoft Word Tagged With: Microsoft 365, Word 2013, Word 2016, Word 2019, Word 2021, Word 365

Home » How to Cut, Copy, and Paste in Microsoft Word

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Technical Writer and Editor Erin WrightHello! My name is Erin. I am a technical writer and editor who shares step-by-step software tutorials and writing tips for the real world on this website and YouTube.

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