File Format & Compatibility

How to Copy SmartArt Between Word Documents Without Converting to Image

Steve K Oct 8, 2026 869 views

Question details

The user needs to transfer SmartArt graphics between Word documents while keeping the graphic elements and text fully editable and accessible.

How to Copy SmartArt Between Word Documents Without Converting It to an Image

Product: Word
Device & OS: not provided
Scenario: Copying and pasting SmartArt graphics across different Word documents.
Observed behavior: Standard copy-pasting often flattens the SmartArt into a static image, which prevents future edits and makes the text inaccessible to screen readers.

Before you start

Ensure both the source and destination Word documents are saved in a modern file format (like .docx), as older compatibility modes (.doc) may automatically convert advanced graphics into static images.

Solution 1Recommended

Use Paste Special to Keep SmartArt Editable

Using the Paste Special feature overrides default paste settings and forces the graphic to be pasted as an editable SmartArt object.

This method relies on Word's built-in advanced pasting options to ensure the exact graphic object format is carried over to the new document.

Copy the SmartArt

Click on the outer border of the SmartArt graphic in your source document to select the entire object, then press Ctrl+C to copy it.

Open Paste Special

Navigate to the destination document. On the 'Home' tab, click the small dropdown arrow directly below the 'Paste' button and select 'Paste Special'.

Select the Object Format

In the Paste Special dialog box, select 'Microsoft Office SmartArt Graphic Object' from the list of formats.

Confirm and Paste

Click 'OK'. The graphic will now appear in your destination document with all text, shapes, and accessibility features intact.

Use Paste Special to Keep SmartArt Editable

Retain Accessibility: By keeping it as a SmartArt object, screen readers can continue to read the internal text, maintaining compliance with accessibility standards.

Solution 2

Manually Transfer Content Using a SmartArt Placeholder

If the Paste Special option is unavailable or fails due to document restrictions, you can recreate the layout and transfer the text.

WPS Office Solution

Seamlessly Edit and Manage SmartArt in WPS Office

WPS Writer provides excellent compatibility with Microsoft Word documents, allowing you to easily copy, paste, and edit complex graphics without losing formatting or editability.

1. Open your Document in WPS Writer: Launch WPS Office and open both the source document containing the graphic and your destination document.
2. Copy the Graphic: Select the entire SmartArt graphic by clicking its border and press Ctrl+C.
3. Paste with Source Formatting: Right-click in the destination document and select 'Keep Source Formatting' from the paste options to paste the graphic while retaining full editability.

Fully compatible with Microsoft Word .doc and .docx formats.Preserves the editability and native formatting of SmartArt graphics automatically.Ensures document accessibility by keeping text elements readable by screen readers.Free, lightweight, and easy to use across Windows, Mac, and Linux.

microsoft office alternative - wps office

Frequently Asked Questions

Why does my SmartArt paste as an image by default?

This typically occurs if the destination document is saved in an older compatibility format (like .doc) that does not support modern SmartArt graphics, or if your default paste settings in Word are configured to paste items as pictures.

Can I edit a SmartArt graphic after it has been pasted as an image?

No. Once a SmartArt graphic is converted to a picture format (like PNG or JPEG), the text and shapes are flattened into a single layer and can no longer be individually edited.

How do I change my default paste settings in Word?

Go to File > Options > Advanced. Scroll down to the 'Cut, copy, and paste' section, and change the settings for 'Pasting between documents' to 'Keep Source Formatting (Default)'.

Do screen readers read SmartArt that was converted to an image?

Screen readers cannot read the text embedded inside an image unless alternative text (Alt Text) has been manually added. Retaining the editable SmartArt object ensures the text is accessible natively.

Document & File Issues