Pasting In A Special Way
Microsoft Office products Excel, PowerPoint, and Word allow you to perform a simply copy and paste from one product to another. This standard pasting of a document from one to another typically builds an active link. Each active link may then require more hard drive space on multiple pastes, however, each active link can then be edited within the application and may automatically update the associated office application or office document. An option to Paste Special can be used to minimize the data requirements and to allow the data being copied to be an inactive link or data can be placed differently such as in a column or row or inserted with row or column. For example to copy a chart or picture file from PowerPoint to Excel:
- Open up PowerPoint, execute a CTRL+C or select Copy from the Edit menu item.
- The open up Excel, go to your desired location in your spreadsheet, then execute a standard Paste by doing a CTRL+V. This will present a standard copy and create an active link. However, when multiple copies are completed, the spreadsheet file will become quite large. So to reduce data size, copy the chart or picture file only as a picture instead of the entire presentation page.
- Try the copy again, except this time, copy presentation slide to Clipboard, then select the same slide and choose Edit, Paste Special, then Picture option. This will copy only the chart or presentation as a picture file which will be smaller in size.
Paste Special option further works differently for copy and paste functions in PowerPoint and Word 2000, so be experimentive and try these options to discover the impact. It might just become a useful tool to Paste Special various types of data to achieve the correct result.
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Date of last revision: 29 August 2001.