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Part 1. Using Common Office Features > Task 12 How to Cut, Copy, and Paste Data

Task 12 How to Cut, Copy, and Paste Data

The easiest way to share data between programs is to use the Cut, Copy, and Paste commands, which are common to all the Office programs. Use the Cut command to move data from one area of your document to another, or from one program to another. Use the Copy command to duplicate the data and place it in a different area of the document or in another file entirely. When you cut or copy data, it's placed in the Windows Clipboard, a temporary storage area, until it's pasted into a new location. You can use the Cut, Copy, and Paste commands to move or duplicate text, pictures, formulas, or any type of data you place in a file. You can also use these commands to share data between non-Microsoft programs.

  1. Select the Data

    Select the data you want to cut or copy.

  2. Cut the Data

    To move the data (that is, to delete it from its current location and insert it somewhere else), start by clicking the Cut button on the Standard toolbar or choosing Edit, Cut. This removes the data from its original location and places it in the Windows Clipboard.

  3. Copy the Data

    To copy the data while leaving the original in its current location, start by clicking the Copy button on the toolbar or choosing Edit, Copy. This places a duplicate of the data in the Windows Clipboard. Note that you can also right-click the data you've selected to find the Cut, Copy, and Paste commands on the shortcut menu.

  4. Choose an Area to Cut or Copy To

    Whether you're moving or copying data, you must now place the cursor where you want to insert that data. If you're cutting or copying to another file, first open the file and then click where you want to paste the data.

  5. Use the Paste Command

    Click the Paste button on the toolbar or choose Edit, Paste. The data on the Clipboard is immediately inserted into the designated area, and a Paste Options Smart Tag button appears. A Smart Tag indicates that the program has recognized data or an action that's commonly associated with other tasks, such as pasting text and formatting. Smart Tags are new in Office XP.

  6. View the Smart Tag

    Click the Smart Tag to view a drop-down list of related options. Depending on the type of data you're pasting, the Smart Tag displays different options. To choose an option from the list, simply click the option you want to apply to the pasted data.



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