How Do You Keep Source Formatting In Powerpoint For Mac

Keeping the source formatting is surprisingly simple.After you copy and insert the new slide into the thumbnail section of your presentation, there is a small “Paste Options” icon that appears at the bottom-right of the insert slide’s thumbnail.It is pretty subtle and actually disappears after a few minutes so it is easy to miss.However, if you click on the Paste Options, you’ll see. In Word, you can choose to paste text using the formatting of the source, destination, or just pure text. If you always want one of the options, set it as the default for pasted text. By default, Word preserves the original formatting when you paste content into a document using CTRL+V, the Paste button,.

Come on. It is copying and pasting. How hard can this be, really? Well, honestly, quite hard and time consuming even for pros and power-users of Office. Is this a design flaw, a user error, or is copying and pasting really just a more difficult thing than we realize? Who knows? I do I do! It’s all of the above!

Earlier today, one of the designers at Pluralsight (a brilliant and talented designer, by the way, skilled across a wide variety of tools and platforms) had trouble copying and pasting some text into a PowerPoint text box, and asked me for some help. But we before we dive into the specifics about his copy and paste situation, you need to understand how PowerPoint’s default text boxes behave, formatting-wise.

Every presentation template in PowerPoint, even the “blank” presentation template, has a pre-formatted text box associated with that template or theme. I’m not going to get too technical with this, but every time you add a new text box to PowerPoint, PowerPoint will draw that text box according to those design specifications saved with that theme. Yes, you can change how the default text box is formatted per presentation or per template! Just draw a text box, format it as you would like it to appear, then right-click on the text box, and choose the option, “Set as the Default Text Box.” Now, every time you draw a new text box, the new formatting options will be the default.

Pasting into a Text Box

Now that we understand where those formatting options come from for a text box, now understand that every time you paste text into a text box (not a placeholder…that is different) PowerPoint, by default, will reformat the pasted text to look like whatever text should look like according to the default theme rather than the default text box. So, if you are copying and pasting between different PowerPoint presentations, yes, the text will update to reflect and respect the design of the destination template or theme. If you find this confusing, that’s because it is. If you think it’s a little stupid, well yeah, it is a little bit!

Simply put, our designer was prettying up some slides in PowerPoint and wanted to copy text from one PowerPoint text box in one presentation and paste them into his own new presentation, in a text box that he had created and reformatted a bit (I believe he changed the font size and style). The problem was that when he pasted the text into the new presentation’s text box, the text did not look the way he wanted it to look. The text did not look like the text he had just written and formatted, nor did it look like the text from the original PowerPoint deck. He was confused and naturally frustrated by this.

The next natural thing my designer friend did was try and adjust the paste options. And if you have ever pasted anything in PowerPoint or other Office program, you might have noticed this: The Paste Options button.

That little clipboard popup is your friend, trust me. If you click on that button or press the Ctrl key, you will see all options related to the content you’ve pasted. My designer friend switched back and forth between the first two choices: “Use Destination Theme”, and “Keep Source Formatting” neither of which gave him exactly what he had wanted. The other options he didn’t even bother to try. “Paste as Picture,” clearly didn’t seem like something he would want to do. And then the last option “Keep Text Only” didn’t seem right either. He therefore assumed what he wanted didn’t exist, and then asked me if I knew of a workaround.

What my designer friend didn’t realize is that the solution was staring him in the face under a really bad name, “Keep Text Only.” Granted, I can’t fault Microsoft for this as I can’t think of better short title for what this option does either (“Leave it alone, biatch”?). So here are the paste options for pasting text into a text box:

Use Destination Theme

This option will change how your text looks to match how text should look according to your default destination’s theme (just as the title suggests)–not your default text box. This option, most people don’t have too much trouble with, unless they’ve already gone through and changed how the text box was formatted and then tried to paste text into the text box after the fact.

Keep Source Formatting

This option keeps text looking the way it did from the original PowerPoint slide that you are copying from (again, just as the title suggests). This is the least frustrating of options to choose from. This options works just as you would expect it to. Yay!

Picture

This option does not always appear, depending on what it is you are copying and pasting. But, if you are pasting text that can be pasted as a picture, PowerPoint will convert the text to a picture (png, I believe) that looks exactly like the text from the source file. The thing is, it’s a picture. So the text itself cannot be edited as text, but it can be edited just like any old picture. The frustration I have with this option is that PowerPoint seems to slap this picture into the center of the slide, not where you had your text box. Oh well. Pictures are easy to move.

Keep Text Only

With this option, you are pasting text and ignoring the template or destination theme options AND any formatting that the original file contained. So, if you’ve gone through and reformatted text inside your text box or set your default text box to something very different from your presentation’s theme, then this is the option you will want to choose most often.

To demonstrate this and the other paste options, check out the animated gif below:

You can do this using MacOS Spotlight by pressing both the ⌘ and Space bar at the same time, then typing 'terminal' and hitting enter.Don't be intimidated by the command line interface. If you're not sure, go with the 32-bit version to be safe.If you want a non-English-language version of Windows, or want to get an older update version, instead. Then open your terminal. Step 2: Insert your USB storage drive into your MacThe ISO file is only about 5 gigabytes, but I recommend you use a USB drive with at least 16 gigabytes of space just in case Windows needs more space during the installation process.I bought a 32 gigabyte USB drive at Walmart for only $3, so this shouldn't be very expensive.Stick your USB drive into your Mac.

If you need to create presentations on the Mac and move them to the PC (or vice versa), this is a good place to start. And this is just a start. We'll add more info as we learn more.

And we'll point you to other good sources of information. For example, Jim Gordon's excellent PC to Mac and Back page on OfficeForMacHelp.com

PowerPoint Versions

Before we start, consider that you'll be dealing with different versions of PowerPoint as well as different platforms. This is mainly about PC/Mac issues, so we won't take PowerPoint version differences into account here other than this general set of rules:

We'll ignore versions of PowerPoint prior to 98 (Mac) and 97 (Windows).

• PowerPoint 97 (Windows) is very much like PowerPoint 98 (Mac).
• PowerPoint 2000 (Windows) has no equivalent on Mac, but it only added a few new features to PowerPoint 97. For all practical purposes, you can consider PowerPoint 97 and 2000 (Windows) and PowerPoint 98 (Mac) pretty much the same.
• PowerPoint 2002 (Windows) and PowerPoint 2001 (Mac) both added multiple masters and a lot of other new features and bring the Mac and PC versions into rough equivalence again. 2002/2003 also have motion path animation, supported by the PowerPoint 2003 viewer. Mac PowerPoint versions can't create motion path animations but beginning with PowerPoint 2004 for Mac, presentations with motion path animations created on Windows can be viewed properly on the Mac.
• PowerPoint X (Mac) is roughly equivalent to PowerPoint 2002 (Windows) again. It's the first PowerPoint version that's fully compatible with OS X.
• PowerPoint 2004 (Mac) adds a few new features and better support for the multiple masters and animations on the equivalent Windows versions (PPT 2002 and 2003).
• PowerPoint 2008 (Mac) and PowerPoint 2007 (Windows) are again approximate equivalents. Both use the new Office XML file formats.
• PowerPoint 2011 (Mac) and PowerPoint 2010 (Windows) are once again approximate equivalents, and use the same Office XML file formats as 2008 and 2007.

PowerPoint Viewers

• The PowerPoint 97 Viewer for Windows is effectively the same as PowerPoint 97 (Windows) without VBA.
• The PowerPoint 2003 Viewer for Windows is effectively the same as PowerPoint 2003 (Windows) without VBA.
• The PowerPoint 2007 Viewer for Windows is the same as the PowerPoint 2003 Viewer plus additional compatibility software that allows it to convert PowerPoint 2007 files to 2003 format and open them.
• The Mac Viewer is effectively the same as PowerPoint 98 (Mac) without VBA, so the PowerPoint 97 (Windows) and PowerPoint 98 (Mac) viewers are roughly identical. The Mac Viewer runs only under Mac OS 9 and earlier or in Classic mode, meaning that they no longer work at all in modern versions of MacOS X. There's no later Mac viewer version.

File Formats

PowerPoint 97 through 2003 (Windows) and PowerPoint 98 through 2004 (Mac) share the same file format. They can all open one another's files.

PowerPoint 2007 (Windows) and 2008 (Mac) introduced a new file format based on XML. PowerPoint 2007/2010/2008/2011 can open files from earlier versions and save back to the earlier formats, but it's wise to test with your particular presentation; some features look the same when 'backsaved' but become uneditable.

File compatibility exceptions:

• Windows versions since 2002 can apply password protection to files. Mac PPT 2011 can open password-protected files, but prior versions can't.
• All Windows versions can embed fonts. Mac versions can open files that contain embedded fonts but cannot use the fonts.

PowerPoint 2004 for Mac and later include a new feature that is designed to alleviate many of the common headaches in optimizing presentations for other versions and other platforms. This new Office-wide feature is called Compatibility Report, and can be accessed easily from PowerPoint from the Tools menu.

If you create on Mac, then move to PC

• Don't use overly long filenames for your files and avoid punctuation characters other than dashes ( - ) and underscores ( _ ). Avoid spaces too. Use underscores instead of spaces or use CamelCasingToDistinguishWords. Upper/lower case doesn't matter to Mac or PC, though you'll want to be aware of it if you do much work in Terminal on the Mac, where it can make a difference. But if you know what to do in Terminal, you already knew that.
• Use the appropriate extension .. the part after the period .. in your filenames. If you're saving from PowerPoint 2007/2008/2010/2011 format, use .PPTX, .PPSX, .PPTM etc. If you're saving to an earlier version format or saving from an earlier version, use .PPT or .PPS .
• Quicktime-compressed images won't work on the PC. Don't copy/paste images into PowerPoint. Use Insert, Picture, From File instead. Use JPG or PNG formats for images.
• Quicktime movies seldom work on PCs. Use MPEG or AVI instead. The one exception: if Quicktime and PowerPoint 2010 are installed on the PC, Quicktime movies will play.
• Links to external graphics files will break. Embed all graphics.
• Links to most media files will break UNLESS you copy the media file to the folder where the PowerPoint file is, and only then insert it. See Links break when I move presentation for more information.
• Check Format, Replace Fonts to see what fonts are used in your presentation. You can safely count on Arial, Times New Roman, Courier and Symbol being present on every PC. Tahoma and Verdana will be there on any PC with Office 97 or later, but may not be there if the PC has only the free PowerPoint Viewer. Remember, Mac versions of PowerPoint can't embed fonts or use embedded fonts.
• Use only RGB color for your PowerPoint graphics. PowerPoint will convert CMYK or Pantone colors to RGB anyway. It's better to do it yourself so you can control the conversion. In case that's not a convincing argument, try this: PowerPoint may substitute a red X for CMYK graphics. Ouch. Stick with RGB.
• Ungroup, then regroup imported graphics to convert them to PowerPoint shapes. Do the same to inserted charts if you don't need them to be editable on the other platform.
• Don't squeeze your text too tightly into placeholders. Font substitution and slight differences in text rendering on Mac vs PC can cause your text to get truncated or spill out of too-tight text boxes.

If you create on PC then move to Mac

• Don't use overly long filenames for your files and avoid punctuation characters other than dashes ( - ) and underscores ( _ ). Avoid spaces too. Use underscores instead of spaces or use CamelCasingToDistinguishWords. Upper/lower case doesn't matter to Mac or PC, though you'll want to be aware of it if you do much work in Terminal on the Mac, where it can make a difference. But if you know what to do in Terminal, you already knew that.
• Use the appropriate extension .. the part after the period .. in your filenames. If you're saving from PowerPoint 2007/2008/2010/2011 format, use .PPTX, .PPSX, .PPTM etc. If you're saving to an earlier version format or saving from an earlier version, use .PPT or .PPS .
• Ungroup, then regroup imported graphics to convert them to PowerPoint shapes. Do the same to charts if you don't need them to be editable on the other platform.
• Links to external graphics files will break. Embed all graphics.
• Links to most media files will break UNLESS you copy the media file to the folder where the PowerPoint file is, and only then insert it. See Links break when I move presentation for more information.
• Don't use WMV (Windows Media Player) files for movies or sounds. AVI or MPEG are better choices. WMP9 for Mac FAQ explains why and offers some workarounds. Several knowledgeable Mac users have suggested third party products such as Flip4Mac to enable Windows Media Player files on Mac.
• Watch your fonts. Check Format, Replace Fonts to see what fonts are used in your presentation. You can safely count on Arial, Times New Roman, Courier and Symbol being present on most Macs. Tahoma and Verdana will be on any PC with Office installed, but may not be present if the Mac has only the free PowerPoint Viewer. Mac versions of PowerPoint can't use embedded fonts.
• Don't squeeze your text too tightly into placeholders. Font substitution and slight differences in text rendering on Mac vs PC can cause your text to get truncated or spill out of too-tight text boxes.

X-Platform in either direction, PC to Mac or Mac to PC

• Embedded objects (Word tables, Excel charts/sheets, graphs, etc.) may not translate well. Wherever possible, use the tools built into PowerPoint (ie, PowerPoint's table editor in PPT2000 and up on PC, PPT-X and up on Mac) rather than objects created in external programs.
• If you must use objects from external apps, ungroup then immediately regroup them before you send them to the other platform. This converts them to PowerPoint shapes. If they don't ungroup cleanly, it's a near-sure thing that they'd have caused problems on the other platform anyhow. Treat ungrouping as an Early Warning System.
• Whereas PowerPoint for Mac uses QuickTime to handle audio and video, the Windows version uses built-in Windows functions, which greatly limits the number of file types that can be viewed on both platforms (only a few, like MPEG and AVI can be handled on both). More information on this here
• Fonts are 'encoded' differently on PCs and Macs. That can cause some characters to change or disappear when your files move between platforms. See Mac vs. PC Character Encoding for more information and a PDF that includes a chart comparing the two encoding systems.
• Slide Shows - when you view a Kiosk Mode slide show on the PC, you can use the Tab key to move from one hyperlink to the next and the Enter key to activate the hyperlink. This doesn't work on Mac.