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How to Make a Copy of a Word Document (For Students)

June 18, 2024
2.5K Views

For students, making a copy of your essay or paper is often necessary for editing and reviewing each draft. The first thing that comes to mind might be using “Ctrl + C” and “Ctrl + V,” but is this the quickest way? I faced the same dilemma when trying to make a copy of my Word document for printing. This ultimate article guides you through every step to duplicate a Word document efficiently. Keep reading!

Obstacles in Making a Copy of Word Documents

When trying to make a copy of a Word document, you may encounter several obstacles that can be frustrating and time-consuming. Understanding these issues can help you find effective solutions and avoid common pitfalls.

  1. Missing "Open as Copy" Button: The "Open as Copy" option, which should allow users to quickly open a copy of a document, is sometimes missing from the drop-down menu. This can be confusing and slow down the copying process.

  2. Copy & Paste Malfunction: Occasionally, the copy and paste functions in Word stop working altogether. This could be due to software glitches or conflicts with other programs, preventing users from duplicating content efficiently.

Encountering these obstacles can disrupt your workflow and waste time. In the following sections, I'll explore solutions to overcome these challenges and smoothly duplicate your Word documents.

How to Duplicate a Word Document (Windows & Mac)

Duplicate a Word Document

Duplicating a Word document is a fundamental task, especially in academic settings where multiple drafts and versions are common. Below are two straightforward methods to duplicate a Word document on both Windows and Mac platforms.

Method 1: Copy and Paste

Step 1: Open the Document: Launch the Word document you want to duplicate.

Step 2: Select All Content: Use your cursor to highlight all the content in the document. You can do this by clicking and dragging from the beginning to the end of the document, or by pressing "Ctrl + A" (Windows) or "Cmd + A" (Mac) to select all.

select all in windows

select all in Mac

Step 3: Copy the Content: Once the content is selected, right-click and choose "Copy" from the context menu. Alternatively, use the keyboard shortcut "Ctrl + C" (Windows) or "Cmd + C" (Mac).

Copy the Content

Step 4: Create a New Document: Open a new Word document where you want to paste the copied content. You can do this by clicking on "Menu" > "New" > "Blank Document."

Create a New Document

Step 5: Paste the Content: Click into the new document to place your cursor, then right-click and select "Paste" from the context menu. Alternatively, use the keyboard shortcut "Ctrl + V" (Windows) or "Cmd + V" (Mac) to paste the content.

Paste the Content

This method is straightforward and works well for duplicating shorter documents or sections of text. However, for longer documents, copying and pasting can be time-consuming and may require formatting adjustments.

Method 2: Save a Word Document as a Copy

Step 1: Open the Document: Launch the Word document you want to duplicate.

Step 2: Go to File Menu: Click on "Menu" in the top menu bar.

the "Menu" tab

Step 3: Choose "Save As": Select "Save As" from the dropdown menu. This will open a dialog box where you can specify the file name and location.

Choose "Save As”

Step 4: Rename the File: In the dialog box, enter a new name for the duplicate document to differentiate it from the original. This ensures that you don't accidentally overwrite the original document.

Step 5: Select File Format: Choose the file format you want for the duplicate document. Typically, you'll want to save it as a Word document (.docx) to preserve formatting.

Select File Format

Step 6: Save the Document: Click "Save" to create the duplicate document with the new name and save it to your desired location.

Saving a document as a copy is a quick and efficient method, especially for longer documents or when you want to preserve formatting. It's a straightforward process that ensures the integrity of your original document while creating a duplicate for editing or sharing.

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How to Copy Pages in a Word Document (Windows & Mac)

Copying specific pages within a Word document can be useful, especially when you only need to duplicate certain sections rather than the entire document. Here's a step-by-step guide on how to copy pages in a Word document on both Windows and Mac platforms, along with insights into the user experience of each method.

Steps:

Step 1: Navigate to the Page: Scroll to the page you want to copy.

Step 2: Select All on the Page:

  • Windows: Click at the beginning of the page, then hold down the Shift key and click at the end of the page to select all content on that page.

  • Mac: Click at the beginning of the page, then hold down the Shiftkey and click at the end of the page to select all content on that page.

Step 3: Copy: Press Ctrl+C (Windows) or Cmd+C (Mac) to copy the selected page.

Copy the Content

Step 4: Navigate to Destination: Scroll to the location where you want to insert the copied page.

Step 5: Insert Page Break (Optional): If you want the copied page to start on a new page, press Ctrl+Enter (Windows) or Cmd+Enter (Mac) to insert a page break.

Insert Page Break

Step 6: Paste: Press Ctrl+V (Windows) or Cmd+V (Mac) to paste the copied page.

Paste the Content

This method is incredibly useful when I need to extract specific sections of a longer document, such as research findings for a literature review or data tables for a presentation. It's also handy for creating handouts or study materials from a larger textbook or report.

However, it's important to note that if the copied page has complex formatting (e.g., tables, images, footnotes), the formatting might not be preserved perfectly when pasted into a new document. In such cases, it might be necessary to manually adjust the formatting after pasting.

Maximize Your Learning Efficiency With WPS AI

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In today's fast-paced academic world, students are constantly bombarded with information. From lengthy textbooks to complex research papers, staying on top of your studies can feel like an uphill battle. But what if I told you there's a tool that can revolutionize the way you learn, making it more efficient and less stressful? Enter WPS AI, an innovative artificial intelligence assistant that's integrated directly into WPS Office.

Generating Ideas and Outlines

Imagine brainstorming for a research paper or essay. Instead of staring at a blank page, you can now have a conversation with WPS AI. Simply type in your topic or a few keywords, and WPS AI will generate a list of potential ideas and even help you structure a detailed outline. It's like having a virtual brainstorming partner who's always ready to bounce ideas off of.

Taming Long Documents with AI PDF

Ever felt overwhelmed by a 50-page research paper or a dense textbook chapter? WPS AI's PDF features can be a lifesaver. With just a few clicks, you can have WPS AI summarize the key points of a document, extract relevant information, and even translate it into another language. This not only saves you hours of reading time but also helps you grasp the core concepts more quickly.

As a writer and researcher, I've found WPS AI to be an invaluable tool. It has helped me overcome writer's block, streamline my research process, and digest complex information with ease. It's like having a personal research assistant who's always at my beck and call. For students, I believe WPS AI can be a game-changer. It can help you generate ideas, organize your thoughts, and make sense of complex academic materials. It's a tool that empowers you to learn smarter, not harder.

Converting Your Essays to PDF Without Losing Format

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Converting a well-formatted document from Word to PDF can be challenging, especially if you're using Microsoft Word 365, where the formatting may not always translate accurately. However, with WPS Office's powerful PDF features, you can easily convert your essay into PDF without losing format integrity. Here's how:

Steps to Convert Word Document to PDF in WPS Office:

Step 1: Open Your Document: Launch the WPS Office Writer application and open the Word document you want to convert to PDF.

Open Document

Step 2: Navigate to Menu: Click on the menu located in the top-left corner of the screen.

Navigate to Menu

Step 3: Select "Export to PDF" Option: From the dropdown menu, hover over the "Export" option, then click on "PDF" to initiate the conversion process.

Select "Export to PDF"

Step 4: Adjust PDF Settings (Optional): In the dialog box that appears, you can customize various PDF settings, such as page size, orientation, and quality, according to your preferences. Once you're satisfied with the settings, click on the "Export" button to proceed.

Adjust PDF Settings

Step 5: Choose Save Location: Specify the location where you want to save the converted PDF file on your computer. You can also rename the file if necessary.

Step 6: Confirm Conversion: After selecting the save location and file name, click on the "Export" button to finalize the conversion process. WPS Office will now convert your Word document to PDF while preserving the original formatting.

Step 7: Conversion Complete: Once the conversion is complete, you will receive a confirmation message indicating that the PDF file has been successfully created. You can now access the converted PDF document from the specified save location.

FAQs 

How do I copy text from the Internet into a Word document?

To copy text from the internet, select the text, right-click, and choose "Copy." Then, open your Word document, right-click, and choose "Paste." Alternatively, use "Ctrl + C" to copy and "Ctrl + V" to paste on Windows, or "Cmd + C" and "Cmd + V" on Mac.

How do I copy one Word document to another without losing formatting?

To preserve formatting when copying between documents, use the "Paste Special" feature in Word. After copying the text, go to the destination document, click on "Paste," and select "Paste Special" to choose the format that preserves your layout.

Summary

Duplicating a Word document is a common task for students, whether for editing, archiving, or distribution. This guide has outlined several methods, including copy and paste, saving as a copy, and copying specific pages. While each method has its advantages, using WPS Office and its AI capabilities can streamline the process, ensuring efficiency and maintaining document integrity. By leveraging these tools, students can enhance their productivity and focus on their academic goals.

15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.