Formatting Issues

How to Remove Excel Formatting When Pasting into Word

Huda Qurayshi Oct 1, 2026 869 views

Question details

The user wants to paste content from an Excel spreadsheet into a Word document without keeping the original spreadsheet formatting.

How to Remove Excel Formatting When Pasting into Word

Product: Microsoft Word
Device & OS: not provided
Scenario: Copying data from an Excel workbook and inserting it into a Word document to match the document's text flow.
Observed behavior: The user needs to insert the copied text as plain text, avoiding the automatic transfer of tables, borders, fonts, or cell background colors from Excel.

Before you start

Ensure you have selected and copied the desired data from your Excel spreadsheet before attempting to paste it into your Word document.

Solution 1Recommended

Use the 'Keep Text Only' Right-Click Option

This is the quickest way to strip all Excel formatting and insert the data as plain text matching your Word document.

Using the right-click menu allows you to choose exactly how the pasted text behaves before it is inserted into the document.

Right-click in Word

Navigate to your Word document and right-click on the exact location where you want the Excel data to appear.

Select Keep Text Only

Look under the 'Paste Options' section in the context menu and click the icon that looks like a clipboard with a large 'A' on it (Keep Text Only).

Use the 'Keep Text Only' Right-Click Option

Formatting Matched: The text will instantly adapt to the font and size of the surrounding text in your Word document.

Solution 2

Use the 'Paste Special' Menu

Use the Paste Special dialog box for more deliberate control over how your copied Excel data is converted and inserted.

Solution 3

Use the Floating Paste Options Button

If you have already pasted the data using the standard keyboard shortcut, you can still remove the formatting retroactively.

Smart Paste Options

Seamlessly Paste Unformatted Data with WPS Office

WPS Office provides highly compatible and easy-to-use tools for transferring data between spreadsheets and documents. You can quickly strip unwanted formatting when pasting data from WPS Spreadsheet into WPS Writer with just a click.

1. Copy from WPS Spreadsheet: Highlight the cells you need in WPS Spreadsheet and press Ctrl + C to copy them.
2. Switch to WPS Writer: Open your target document in WPS Writer and place your cursor where the text should go.
3. Access Paste Options: Right-click the location and locate the 'Paste Options' in the context menu.
4. Choose Keep Text Only: Click the 'Keep Text Only' icon to seamlessly insert the spreadsheet data as plain text.

Fully compatible with Microsoft Word (.docx) and Excel (.xlsx) formats.Easy-to-access 'Keep Text Only' option natively built into the right-click menu.Lightweight, fast, and completely free to use for daily office tasks.

microsoft office alternative - wps office

Frequently Asked Questions

Why does my Excel data look messy when pasted into Word?

By default, Word attempts to retain the source formatting of the copied Excel cells. This includes table structures, cell borders, and specific fonts, which often do not align well with standard text document layouts.

Is there a keyboard shortcut to paste without formatting in Word?

Yes. In newer versions of Microsoft Word, you can use the shortcut Ctrl + Shift + V (Windows) or Cmd + Shift + V (Mac) to paste as plain text. Alternatively, press Alt + Ctrl + V to open the Paste Special dialog instantly.

How can I make 'Keep Text Only' the default paste behavior in Word?

Go to File > Options > Advanced. Scroll down to the 'Cut, copy, and paste' section. Change the dropdown setting for 'Pasting from other programs' to 'Keep Text Only', then click OK to save your preferences.

Document & File Issues