Thursday, 18 July 2013

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How to Preserve the look of original text format, When Using Copy and Paste?

E-mail, in general, involves only plain (ASCII) text, while Word documents can contain lots of formatting. There is no way to entirely preserve the formatting of a Word document when copied into the body of an e-mail. There are several options, however, depending on your goals. 



Steps to follow:

Attach your Word document to the e-mail as an attachment, rather than in the body of the email. However, some people who will receive the e-mail may not own a copy of Word and thus cannot easily read the document. Also, due to differences between users' machines, some documents may appear slightly different.

Save your document as an RTF (Rich Text Format) file from Word, and then attach that document to the e-mail. WordPad, a piece of software that comes for free with Windows, and almost all Word processors, can read RTF files. RTF files preserve most, but not all, of the formatting in Word documents.

If you own the full version of Adobe Acrobat, or another way to make a PDF file, you can export your Word document to a PDF file, and then attach the PDF file instead. The Adobe Acrobat Reader software is free, and most users will already have it installed on their machine. A PDF file will look exactly like the Word file, but cannot be easily edited.

Many e-mail clients allow you to put some formatting into e-mail. Variously called "rich text" or "html mail", this feature is accessible in different ways depending on your e-mail client. It actually sends e-mail as HTML (like a webpage) which is slightly more protective than the RTF format described above. It is often more suitable to have the text in the body of the e-mail, rather than as an attachment, but not all people receiving e-mail are able to receive HTML mail.

Copy and Paste your Word document directly into your e-mail client as plain text, but take some precautions first. Use as little formatting as possible. Change "smart quotes."



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