How to copy and paste styles in text documents


How to copy and paste styles in text documents
Mac Tip #494, 13 July 2011

Is your document full of text pasted in from other places and all of it brought its own styling along? Do you want to get things consistent? Or maybe you’ve specially styled one word and now need miscellaneous other words to use the same styling.

Copy Style and Paste Style allow you to pick up all the style changes you made such as fonts, colours and so on and use that information to format other text. This Tip explains how.

httpv://www.youtube.com/watch?v=QiVQuWZG3EQ

Please subscribe to the MacTips channel. Or just visit this video on YouTube, leave comments and rate it, as that helps spread the word about MacTips.

Paste and Match Style

Back in Paste and Match Style, Mac Tip #333, 09 April 2008 I explained how to paste in text from an external source so it would pick up the style of what was already in a document.

For example, you may paste some text from a web page into a Keynote slide.

Many programs give you the option to Paste and Match Style, or Paste Special, or Paste With Current Style. When you choose that option (often the keyboard shortcut is Command Option Shift v) what you’re pasting loses its own formatting and picks up characteristics from the destination.

Sometimes though that’s not convenient, or you forget. Sometimes you just end up with a document that contains a mishmash of styles and you want to get all the text looking exactly right.

I pasted in data from all over the place and the spreadsheet now contains a mishmash of formatting.

I pasted in data from all over the place and the spreadsheet now contains a mishmash of formatting.

Copy and Paste Styles

Many programs give you the option of copying not the text you’ve selected but the styles you’ve applied to that text and pasting only the style or formatting information onto other text. I frequently use that when updating a membership spreadsheet with data copied from email.

Format the text to copy

Make sure the text whose styles you want to copy is correctly formatted with font, colour, background colour and so on.

Copy the style formats

Select the correctly formatted text and find the Toolbar or menu option to Copy Style.

Copy Style and Paste Style in TextEdit.

Copy Style and Paste Style in TextEdit. Note the alternate keyboard commands.

Don’t have the correct buttons on the Toolbar? See Customise Toolbars, Mac Tip #299/25-July-2007

For example, in Numbers I added the 2 buttons to the Toolbar. In TextEdit there is no Toolbar, but you can use Command (⌘) Option (⌥) c and Command (⌘) Option (⌥) v instead.

Paste the style formats

Select the incorrectly formatted text and find the Toolbar or menu option to Paste Style.

The text should take on the characteristics of the text you copied.

On the spreadsheet I use all the time, the line height is also affected in Copy and Paste Style. In my demo spreadsheet it didn’t work.

Copy and Paste Style is particularly useful when you want to apply a particular format to isolated words or phrases throughout a text. See, for example, my second screenshot where I wanted to apply a ‘display’ style to only the first word in every paragraph.

Tell us about your experiences with additional monitors in the Comments at MacTips.info. Could you write a guest MacTip? If so, contact Miraz.

Credit where it’s due

This Tip was written by Miraz Jordan, http://mactips.info, and is available under a Creative Commons Attribution-NonCommercial-ShareAlike 3.0 Unported License.

Related posts

[wpzon keywords="pressure cooker" sindex="PCHardware" snode="1232597011" sort="salesrank" listing="8"]
Top