Copy and paste in Office Web Apps

Because of the limitations of web browser technology, copying and pasting text in Microsoft Office Web Apps differs from copying and pasting text in the Office desktop applications. This article gives you steps for copying and pasting in each of the Office Web Apps.

Which Web App are you using?


 Note    If you are using Office Web Apps with SharePoint 2010 or if you are using Internet Explorer 7, see Copy and paste in Office Web Apps.

Word Web App

Copy and paste behavior differs according to whether you are viewing or editing in the browser, and whether you are pasting content from outside Microsoft Word Web App.

Viewing in browser

When you open a document in Reading view you can select text a line at a time by dragging the mouse (not double-clicking). Then, press CTRL+C (Windows) or ⌘+C (Mac) to copy text. You can paste the contents of the clipboard outside the document. When you do, the text is inserted into the new location without its formatting such as bold, italics, or a particular color. You can reapply these in the new location.

 Note    When viewing a document in Reading view you can select a minimum of a line of text. To be able to select words or phrases click Edit in browser.

If you want to paste within the document, click Edit in Browser.

Editing in browser

In Editing view you can cut, copy, and paste text and pictures within the document by selecting text or picture just as you do in the Word desktop application. Press CTRL+C to copy, CTRL+X to cut, or CTRL+V to paste the text or picture (Windows); or press ⌘+C, ⌘+X, or ⌘+V (Mac).

 Note    If you are using Firefox and you want to use the Copy, Cut, and Paste commands on the Word Web App ribbon, you need to allow JavaScript to use the clipboard. If you don’t want to do this, use the -C, -X, and -V keyboard commands. Learn how to grant JavaScript access to the clipboard.

Pasting from outside Word Web App

When you paste text from outside Word Web App the text is inserted into the document as plain text. In other words, characteristics of the text, such as bold, italics, or a particular size or color, are not preserved and you must reapply them in Word Web App.

Pictures you copy from the web can be pasted in the document, but Word Web App doesn’t support pasting pictures that are copied from other documents or programs. If there’s a picture in another document or program that you want to use in Word Web App, save the picture on your computer, then go to Insert > Picture in Word Web App.

Tables and lists    When you paste text that is formatted outside Word Web App as rows and columns or as sub-items in a list, the table or hierarchical structure does not appear in the pasted text. The best practice is to paste such items one cell or level at a time. Or, when pasting a list, remove the number formatting and then reapply it in Word Web App, using the Numbering and Increase Indent buttons (Home tab) to achieve the desired result.

Hyperlinks     Hyperlinks are pasted as static text. To reconstruct the link do the following after pasting it:

  1. Select the text.
  2. On the Insert tab click Link.
  3. In the Address box type the web address (URL) of the link
  4. Leave text in the Display text box as it is, and then click Insert.

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Excel Web App

Copy and paste behavior differs according to whether you are viewing or editing in the browser, and whether you are pasting text from outside Microsoft Excel Web App.

Viewing in browser

When you first open a workbook in the browser you can select cells just as you do in the Excel desktop application. Then, press CTRL+C (Windows) or ⌘+C (Mac) to copy cell contents. You can paste the contents of the clipboard outside the workbook. If you want to paste within the workbook, click Edit in Browser.

Editing in browser

When you edit a workbook in the browser you can cut, copy, and paste text within the workbook by selecting cells just as you do in the Excel desktop application. Press CTRL+C to copy, CTRL+X to cut, or CTRL+V to paste the text (Windows); or press ⌘+C, ⌘+X, or ⌘+V (Mac). When you paste, the cell contents inherit the characteristics of the new location, such as bold, italics, or a particular color.

Pasting from outside Excel Web App

When you paste text from outside Excel Web App the text is inserted into the workbook as plain text. In other words, characteristics of the text, such as bold, italics, or a particular size or color, are not preserved and you must reapply them in Excel Web App. When you paste cells from another workbook or table, the row-and-column structure of the cells is preserved in Excel Web App.

Hyperlinks    Hyperlinks are pasted as static text. To reconstruct the link do the following after pasting it:

  1. Select the text.
  2. On the Insert tab click Link.
  3. In the Address box type the web address (URL) of the link
  4. In the Display text box, type the link text, and then click Insert.

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PowerPoint Web App

You can cut, copy, and paste text within the presentation by selecting text just as you do in the PowerPoint desktop application. Press CTRL+C to copy, CTRL+X to cut, or CTRL+V to paste the text (Windows; or press ⌘+C, ⌘+X, or ⌘+V (Mac).

Pictures you copy from the web can be pasted on a slide, but PowerPoint Web App doesn’t support pasting pictures that are copied from other presentations or programs. If there’s a picture in another presentation or program that you want to use in PowerPoint Web App, save the picture on your computer, then go to Insert > Picture in PowerPoint Web App.

To move a picture from one slide to another, copy the picture, paste it on the new slide, and then delete it from its original spot.


 Notes 

  • You cannot copy or cut text in Reading view or Slide Show. To be able to copy or cut text click Edit in browser.
  • If you are using Firefox and you want to use the Copy, Cut, and Paste commands on the PowerPoint Web App ribbon, you need to allow JavaScript to use the clipboard. If you don’t want to do this, use the -C, -X, and -V keyboard commands. Learn how to grant JavaScript access to the clipboard.

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OneNote Web App

Copy and paste behavior differs according to whether you are viewing or editing in the browser, and whether you are pasting text from outside Microsoft OneNote Web App.

Viewing in browser

When you open a notebook in Reading view you can select text just as you do in the OneNote desktop application. Then, press CTRL+C (Windows) or ⌘+C (Mac) to copy text. You can paste the contents of the clipboard outside the notebook. When you do, the text is inserted into the new location without its formatting such as bold, italics, or a particular color. You can reapply these in the new location.

If you want to paste within the notebook, click Edit in Browser.

Editing in browser

In Editing view you can cut, copy, and paste text and pictures within the notebook by selecting text or picture just as you do in the OneNote desktop application. Press CTRL+C to copy, CTRL+X to cut, or CTRL+V to paste the text or picture (Windows); or press ⌘+C, ⌘+X, or ⌘+V (Mac).

 Note    If you are using the Firefox browser and you want to use the Copy, Cut, and Paste commands on the OneNote Web App ribbon, you need to allow JavaScript to use the clipboard. If you don’t want to do this, use the -C, -X, and -V keyboard commands. Learn how to grant JavaScript access to the clipboard.

Pasting from outside OneNote Web App

When you paste text from outside OneNote Web App the text is inserted into the notebook as plain text. In other words, characteristics of the text, such as bold, italics, or a particular size or color, are not preserved and you must reapply them in OneNote Web App.

Pictures you copy from the web can be pasted in the notebook, but OneNote Web App doesn’t support pasting pictures that are copied from other notebooks or programs. If there’s a picture in another notebook or program that you want to use in OneNote Web App, save the picture on your computer, then go to Insert > Picture in OneNote Web App.

Tables and lists    When you paste text that is formatted outside OneNote Web App as rows and columns or as sub-items in a list, the table or hierarchical structure does not appear in the pasted text. The best practice is to paste such items one cell or level at a time. Or, when pasting a list, remove the number formatting and then reapply it in OneNote Web App, using the Numbering and Increase Indent buttons (Home tab) to achieve the desired result.

Hyperlinks    Hyperlinks are pasted as static text. To reconstruct the link do the following after pasting it:

  1. Select the text.
  2. On the Insert tab click Link.
  3. In the Address box type the web address (URL) of the link
  4. Leave text in the Display text box as it is, and then click Insert.

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Applies to:
Excel Online, OneNote Online, PowerPoint Online, Word Online