How do I copy and paste from MS Word?

Microsoft Word uses formatting and characters that are not always compatible with current web technologies. In order to ensure the best possible results when working with Word please use the following best practices:

  • Always start with a new template for your Evaluation Report. Never use an old Evaluation Report as a template for the a new Evaluation Report.
  • We recommend keeping your formatting to a minimum in Word, then formatting your text in SpEd Forms.
  • When creating your document in Microsoft Word, use a single font and avoid highly styled (fancy) fonts.
  • Use a single, consistant font size throughout your Word document.
  • Avoid bolding, underlining, italics or colors. Apply that formatting in SpEd Forms.
  • If you want to copy/paste from a document in History, copy the text into Notepad (Windows) or TextEdit (Mac), then copy from Notepad or TextEdit back into SpEd Forms.

Using the 'Paste from Word' feature in SpEd Forms:

  1. While on your Microsoft Word document, highlight the area you wish to copy, right click on the hightlighted area, and click “Copy”.
  2. (Or, to select everything on your word document to copy, place your cursor anywhere on your document text, click Ctrl-A. This is “Select All”. It will highlight and select everything in your document).
  3. Click Ctrl-C (This is “Copy”. It will copy your selection from Word into a clip board).
  4. Go to SpEd Forms, navigate to the Evaluation Report menu and click on the section you wish to paste your information into.
  5. On the Evaluation Report section that you are pasting your information into, always start on a new blank line. Use the 'Enter' key on your keyboard (not Shift-Enter) to place your cursor on a new line, then continue the paste operation. (Do not paste on existing lines that contain formatting or into cells in a table).
  6. Next, click the “Paste from Word” icon in the editor menu above your text area. (It is a yellow folder with a “W” on it, located on the second row, second from the left). This will open a “Paste from Word” window.
  7. In the new window, make sure to click your cursor anywhere in the white area of the small “Paste from Word” blank window.
  8. While still on the Paste from Word window, click Ctrl-V. This will paste everything you had copied into your clipboard into the small Paste from Word window.
  9. On the bottom left of the Paste from Word window, click “Insert”.
  10. The information you copied from your Word document will now be pasted into the ER text area without unwanted formatting.
  11. If the section looks the way you want it, and the information was inserted into the proper location, click the “Save” button.

You can also use the "Paste from Word" feature to remove unwanted formatting that is already in an existing Evaluation Report section:

  1. From the Evaluation Report menu, click on the section you wish to edit.
  2. Click your cursor anywhere inside the text area of the ER section.
  3. Click Ctrl-A (this will highlight and select everything in the section).
  4. Click Ctrl-C (this will copy everything into a clip board).
  5. Click Ctrl-X (this will clear out the section, your information is not gone, it will be in the 'clipboard').
  6. Next, click the “Paste from Word” icon in the editor menu above your text area. (It is a yellow folder with a “W” on it, located on the second row, second from the left). This will open a “Paste from Word” window.
  7. Click your cursor anywhere in that small “Paste from Word” blank window, in the white area.
  8. Click Ctrl-V, this will paste everything you had from the ER Section into the Paste from Word window.
  9. On the bottom left of the Paste from Word window, click “Insert”.
  10. The selection will then be put back into the ER text area with any unwanted formatting removed.
  11. Click “Save” if the section looks to be the way you want it.

We recommend turning off Microsoft Word's Autoformat features:

Word 2002/2003

Start Word.
On the Tools menu, click AutoCorrect Options.
Click the AutoFormat As You Type tab.
Under Replace as you type, Apply as you type, clear the Borders, Border lines, Tables and ALL the Automatically as you type check boxes.
After you do this, you can format these items manually.
Click OK.

Word 2007/2010/2013

Start Word.
Click the Microsoft Office Button and then click Word Options.
Click Proofing, and then click AutoCorrect Options.
On the AutoCorrect tab, clear the check boxs for Borders, Border lines under Apply as you type. After you do this, you can format these items manually.
Click OK two times.
If you paste in text and the cursor seems to jump around or information disappears, DO NOT SAVE the page. Leave the page, without saving, and follow these steps:
Go back to the page.
Select (highlight) All the text.
Do an Edit / Copy.
Use the 'Paste from Word' button to copy the text back in.
Verify that the text looks ok and no data has been lost.
Press 'Save'.
Try your paste again.


If you need further assistance, please contact your School District's SpEd Forms Administrator.

copy_from_word_er.txt · Last modified: 2015/02/23 13:04 by sped_forms
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