Formatting Lost when I copy text from one document to another

[kt32707]

I have documents that were created using the same document template that is
in the workgroup templates folder. When I insert one document into the other,
the style applied to some of the text is lost, most of the time bt not
everytime, and it reverts back to normal text. Some of the styles stay
intact. All of the styles have the same names and are the same as they can
from the same template. For example, the text formatted with CompLbl keeps
its formatting and style, while CompTxt is lost and reverts to normal style.
Copy and paste loses the styles also. Also, after copying large sections of a
document, I do not get paste options.

CompLbl is being used as a label to the left of an indented paragraph.
CompTxt is formating for the indented paragraph (indented to 1.5").


How do I keep from loosing the styles or have them revert to normal when I
insert them into another document? We basically have a document library were
we reuse a lot of text. We generate 100+ page reports weekly per user and
reuse large sections. We are trying to move from WordPerfect to word. This
causes a lot of rework and if I do not find solution, we will be end up
staying on wordperfect(yuck).

 

[Terry Farrell]

Version of Word?

 

[kt32707]

We are using word 2003 sp2.
--
KT

Version of Word?

 

[Terry Farrell]

Check under Tools, Options, Edit that the Paste options are set correctly.
It sounds as though that in some instances, the paste option is using the
wrong styles, so make sure that the option is on to View the Paste Options
button. Also, to ensure that the destination document is able to see the
source styles, you MUST include the paragraph mark at the end of the
selection. Those little paragraph marks hold all the formatting information
for the para; those at the end of a section hold the section formatting and
the final in the document holds all the important document formatting
information.

Terry

We are using word 2003 sp2.

 

[kt32707]

Terry,
thanks for the response.

Never touch my paste options. I found that it depends on what is at the end
of the selected text as to if I get the paste options or not. If the last
thing is an inserted pic/graphic, I do not get the option.

That is good to know that the paragraph mark is what contains the formatting
for the paragraph. However, I do not think that is my solution and here is
why.

We are copying and pasting a frame worth of data, basically like a chapter
in a book. Just to make sure we are using the same terms, a frame is several
blocks and a block is one or more paragraphs. All of this with titles,
pictures, tables, and everything. If I understand you correctly, it would
only affect the last paragraph. Other things that we are copying are a label
and a paragraph indented from that label (so it looks like two columns) and
we are copying a page full of these. Some things maintain their style. Some
things maintain the formatting, but not the style name. The flow of the
styles in a document would be the following: SectionHeader, SubSectionHeader,
Normal, SubSectionHeader, Normal, SubSectionHeader, Normal, ..., Normal,
SectionHeader, SubSectionHeader, Normal, SubSectionHeader, CompTxt,
CompHeading, an inserted photo, CompLbl, CompTxt, CompLbl, CompTxt, ...

A SectionHeader is a chapter header and is Normal+18+Bold.
A SubSectionHeader is the header for a section and is Normal+Bold.
CompTxt is normal+10
CompLbl is normal+10+bold
CompHeading is Normal+14+Bold+Center

So, when I copy and paste something: stuff with the SubSectionHeader Style
becomes Normal as the style name; stuff with the CompLbl and CompTxt, the
CompLbl stuff keeps the CompLbl and the CompTxt stuff becomes normal.
Wish I could format it here to show you what is happening, but that is an
attempt with words.

fyi, we do use double returns at the end of our paragraphs instead of using
a single and setting it up to do double line or 1.5 line after a paragraph.
That is mainly because we migrated old docs from word perfect and it would
take a lot of work to pull those out. We need to do it, so we can change from
dbl space to 1.5 space...

 

[kt32707]

Anyone have any ideas on this. This is causing a lot of rework because we
have to reformat all of or section headings. We are attempting migrate to
Word from WordPerfect. The powers that be will not accept this extra work and
they will say go back to WordPerfect! This rework will be a lot more than the
time saved by other nice features of word.

--
KT

Terry,
thanks for the response.

Never touch my paste options. I found that it depends on what is at the end
of the selected text as to if I get the paste options or not. If the last
thing is an inserted pic/graphic, I do not get the option.

That is good to know that the paragraph mark is what contains the formatting
for the paragraph. However, I do not think that is my solution and here is
why.

We are copying and pasting a frame worth of data, basically like a chapter
in a book. Just to make sure we are using the same terms, a frame is several
blocks and a block is one or more paragraphs. All of this with titles,
pictures, tables, and everything. If I understand you correctly, it would
only affect the last paragraph. Other things that we are copying are a label
and a paragraph indented from that label (so it looks like two columns) and
we are copying a page full of these. Some things maintain their style. Some
things maintain the formatting, but not the style name. The flow of the
styles in a document would be the following: SectionHeader, SubSectionHeader,
Normal, SubSectionHeader, Normal, SubSectionHeader, Normal, ..., Normal,
SectionHeader, SubSectionHeader, Normal, SubSectionHeader, CompTxt,
CompHeading, an inserted photo, CompLbl, CompTxt, CompLbl, CompTxt, ...

A SectionHeader is a chapter header and is Normal+18+Bold.
A SubSectionHeader is the header for a section and is Normal+Bold.
CompTxt is normal+10
CompLbl is normal+10+bold
CompHeading is Normal+14+Bold+Center

So, when I copy and paste something: stuff with the SubSectionHeader Style
becomes Normal as the style name; stuff with the CompLbl and CompTxt, the
CompLbl stuff keeps the CompLbl and the CompTxt stuff becomes normal.
Wish I could format it here to show you what is happening, but that is an
attempt with words.

fyi, we do use double returns at the end of our paragraphs instead of using
a single and setting it up to do double line or 1.5 line after a paragraph.
That is mainly because we migrated old docs from word perfect and it would
take a lot of work to pull those out. We need to do it, so we can change from
dbl space to 1.5 space...

 

[kt32707]

I figured it out!!!

The problem was a result of one document having the problem header style,
Subsection, created has a paragraph style and the other document had the
style, Subsection, created as a character style.

When I created the style as a paragraph style in the destination document to
match the source destination, the format corrected itself.

 

[kt32707]

So, it had the same style name in both documents, but the style was created
as a paragraph style in one document and a character style in the other
document. So, it looks at more than just the name to match the style, it is
more of a combination between name and style type.