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How to Preserve Formatting When Copying Tables and Charts in Word
Question details
The user wants to prevent Microsoft Word from altering the colors, fonts, and borders of tables and charts when copying them from one document to another.
- Product
- Microsoft Word 2016
- Device & OS
- Windows 11 / macOS
- Scenario
- Copying and pasting tables, charts, and formatted text across multiple documents collaboratively created by a team.
- Observed behavior
- When pasting content, Word automatically applies the destination document's styles, which changes the original chart colors, table borders, and typography.
Identify whether the source document uses custom styles for its tables and charts, and ensure both your source and destination documents are open.
Use the Keep Source Formatting Paste Option
This is the most direct method to ensure your copied tables and charts retain their original appearance.
By default, Word often uses 'Use Destination Styles' when pasting between documents. Manually selecting 'Keep Source Formatting' forces Word to bring over the exact styles from the original document.
Highlight the table, chart, or text in your source document and press Ctrl + C (Windows) or Cmd + C (Mac) to copy it.
Navigate to the destination document, right-click on the exact location where you want to insert the content to open the context menu.
Under the 'Paste Options' section in the right-click menu, click the icon that looks like a clipboard with a paintbrush (Keep Source Formatting).
Import Styles Using Word's Organizer
Use this method if you need to paste multiple items across documents that have conflicting style setups.
Seamlessly Copy and Paste Formatted Elements with WPS Writer
WPS Writer offers an intuitive and highly compatible word processing environment. It handles complex table borders, chart colors, and custom fonts flawlessly when transferring content between files, saving you from tedious reformatting.
- 1. Copy from the source document: Open your source file in WPS Writer, select your chart or table, and press Ctrl+C.
- 2. Paste into the destination: Switch to your target document, right-click the desired area, and hover over 'Paste'.
- 3. Choose Keep Source Formatting: Select the 'Keep Source Formatting' icon to instantly insert the content with its original colors and borders perfectly preserved.
Frequently Asked Questions
Why does Word automatically change my table borders when I paste?
Word's default paste setting is usually 'Use Destination Styles'. If the document you are pasting into has a different default table style, Word alters your pasted table to match the new document's theme. Using 'Keep Source Formatting' overrides this.
Can I set 'Keep Source Formatting' as the default paste option in Word?
Yes. Go to File > Options > Advanced. Scroll down to the 'Cut, copy, and paste' section. Change the dropdown for 'Pasting between documents' (and 'Pasting between documents when style definitions conflict') to 'Keep Source Formatting', then click OK.
Will copying styles using the Organizer affect other documents?
No, if you copy styles directly into a specific destination document using the Organizer, it only applies to that single document. It will not affect your global Normal.dotm template unless you specifically choose to copy the styles into the template file.
