Whether you’re building a PowerPoint presentation from a few other slide decks or creating charts in Excel to add into your slides, you’re constantly copying and pasting things into PowerPoint. One of the most frustrating things is when you copy something – a slide, chart, or table – and paste it into PowerPoint 2007, all of the formatting changes. Grrrrr. More work that you didn’t need. One of my more popular blog posts is actually how to retain the formatting of a slide when it is inserted into another presentation in PowerPoint 2007.
In PowerPoint 2010, Microsoft has combined the Paste Special dialog box with Office Paste Recovery feature so you have easier access to different paste options. In addition, if you’re not sure which paste option to use, you get a live preview so you can see what the end result will look like. It’s definitely a great user-centric enhancement to PowerPoint. In fact, it’s my favorite new feature in PowerPoint 2010 so far because I use it so much (Office 2010 for that matter because it works in Outlook, Word, Excel, etc.). It was love at first sight when I found it. (Is there such a thing as love at first paste? It sounds weird).
Pasting entire slides into PowerPoint 2010
When you’re pasting slides from another presentation, you’re going to have three options:
- Use Destination Theme: The slide will be reformatted to work with the theme and template of the presentation you’re pasting into. Depending on how different the two templates are, you could notice significant differences when you use this paste option.
- Keep Source Formatting: The slide will retain its original appearance, including the background template. Tip: If you want to keep the same color theme for objects within a slide but not retain the slide’s original template, copy the guts of the slide (instead of the entire slide) and then paste them into a new slide using this “keep source formatting” option. That way your template will be consistent across all of your slides, and you don’t have to spend extra time restoring everything to its original color scheme.
- Picture: The slide is inserted as an image within the presentation. I think there are limited applications for this option.
In PowerPoint 2007, you had these same options but they were a little buried in the tool and hard to find. Note: When you’re pasting an entire slide, you don’t get the live preview option. The live preview feature only works when you’re pasting objects (e.g., charts, text, tables, etc.) into a slide rather than an entire slide.
Pasting charts or tables into PowerPoint 2010
One of the most frustrating things is to create a nice Excel chart and paste it into PowerPoint, and watch all of your formatting and colors change right before your ideas. You then have to go in and reformat the stupid chart to the way you originally had it in Excel or paste it as an image.
You may be wondering why this happens. If you’re using a corporate template, the designer will have adjusted the theme colors to match corporate brand colors. However, all of the other Office applications (Word, Excel, etc.) will still have the default color theme. When you bring over a chart or table, the colors will align with the color theme of the presentation rather than staying with the default colors. The good news is with Office 2010 you no longer have this problem as you can easily retain the source formatting using the enhanced 2010 Paste Options. Hooray!