How do I Copy a Document From Microsoft Word to Email Without Messing Up the Format?

By Etch Tabor

Microsoft Word is a commonly used word processor software program. It is part of the Microsoft Office suite of software products. There may be times when you may write a document in Microsoft Word that needs to be emailed to someone. One option would be to attach the document to the email. However, you may wish to copy and paste the Word document directly into the body of the email. Unfortunately, this can cause certain formatting issues. However, there is a way around this problem.

Copying and Pasting into an Internet-Based Email Client

Step 1

Open the Word document you wish to place into the body of an email.

Step 2

Click "File" and select "Save as Web Page." This will convert your Word document, with file extension .doc, to an HTML document.

Step 3

Access your email program.

Step 4

Return to your HTML Word file. Click "Edit," and choose "Select All."

Step 5

Click "Edit," and select "Copy." Return to your email application. Create a new email message.

Step 6

Click "Edit," and then choose "Paste." This will paste the HTML version of your Word document into the body of your email. Because the Word documented was converted into HTML, formatting is retained.

Copying and Pasting into Outlook

Step 1

Launch Outlook and Word.

Step 2

Create a new email message in Outlook by clicking the "New" button.

Step 3

Open the Word document you wish to copy and paste. Then, click "File" and select "Save as Web Page." This will convert your Word document, with file extension .doc, to an HTML document.

Step 4

Return to Outlook. Click the text option drop-down menu, which is located just to the right of "Options" in the toolbar. Select "HTML."

Step 5

Return to your Word document, highlight all text and click "Edit." Select "Copy." Return to your blank email message.

Step 6

Click "Edit," and then choose "Paste." This will paste the HTML version of your Word document into the body of your email. Because the Word documented was converted into HTML, formatting is retained.

Copying and Pasting into Apple Mail

Step 1

Launch Apple Mail and Word. Open the Word file you wish to paste into the body of your email.

Step 2

Create a new email message by clicking the "New Message" button. Return to Word.

Step 3

Click "File" and then "Save as Web Page." This will convert your Word document, with file extension .doc, to an HTML document.

Step 4

Highlight all text, and click "Edit." Click "Copy." Return to Apple Mail.

Step 5

Click "Edit," and select "Paste." Because the Word documented was converted into HTML, formatting is retained.

Tips & Warnings

  • Some versions of Outlook, including Outlook 2007, will not allow you to maintain formatting when copying and pasting Word text. However, this is possible in older versions of Outlook.