How to Keep Excel Color Fill When Pasting into Word
Question details
The user needs to retain Excel cell background colors when cutting or pasting a formatted Excel table into a Word document.
- Product
- Microsoft Excel and Microsoft Word
- Device & OS
- not provided
- Scenario
- A user copies or cuts an Excel table with cell background colors and pastes it into a Word document, expecting the table to keep its visual formatting.
- Observed behavior
- The table content pastes, but the cell background fill colors are lost, so the table no longer matches the original Excel formatting.
Check that the Excel table still has its cell background colors applied, and note whether you are pasting into Microsoft Word or WPS Office Writer so you can apply the correct paste setting.
Set Microsoft Word to Keep Source Formatting for Pasted Excel Tables
Use this when pasting into Microsoft Word and the default paste setting is stripping the Excel cell background colors.
Microsoft Word applies a default paste format that may merge or discard Excel cell shading. Changing the default to Keep Source Formatting preserves the original cell colors each time you paste.
In Microsoft Word, click File > Options.
In the Word Options dialog box, select Advanced.
Under Cut, copy, and paste, find the drop-down for Pasting from other programs.
Open the drop-down and choose Keep Source Formatting, then click OK.
Return to the document, paste the formatted Excel table, and confirm the cell background colors appear.
Paste with Keep Source Formatting in WPS Office Writer
Use this if you are working in WPS Office or want to preserve Excel color fill for a single paste without changing Microsoft Word defaults.
Avoid Word Paste Formatting Issues with WPS Office
WPS Office is a free, lightweight Microsoft Office alternative that opens and saves Excel .xlsx and Word .docx files with high compatibility. Its familiar ribbon interface and Keep Source Formatting paste option help you paste Excel tables into Writer without losing cell background colors.
- 1. Download WPS Office: Download WPS Office Free from the official website and install it.
- 2. Open your Excel file in WPS Spreadsheets: Launch WPS Office, open the formatted .xlsx workbook, and select the table or colored cells.
- 3. Paste into WPS Writer with Keep Source Formatting: Copy the table, open WPS Writer, click Paste > Paste Special > Keep Source Formatting, and confirm the cell colors are retained.
Frequently Asked Questions
Why does cell color fill disappear when I paste an Excel table into Word?
Microsoft Word's default paste setting may be set to Merge Formatting or Use Destination Styles. Change it in File > Options > Advanced > Cut, copy, and paste to Keep Source Formatting.
Can I keep Excel color fill for just one paste instead of changing Word defaults?
Yes. After pasting, click the Paste Options button that appears near the table and choose Keep Source Formatting, or use Paste Special and select a format that preserves source formatting.
Does WPS Office Writer keep Excel cell background colors?
Yes. Copy the table from WPS Office Spreadsheets, click the Paste drop-down in Writer, choose Paste Special, and select Keep Source Formatting or HTML Format.
Is WPS Office compatible with Excel and Word files?
Yes. WPS Office opens and saves .xlsx, .xls, .docx, and .doc formats while preserving common table and cell formatting.
Will changing Word paste settings affect other formatting?
It changes the default paste behavior for future pastes in Word. You can still use the Paste Options button to choose a different paste format for individual pastes.
