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

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.

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You can convert Word documents to HTML within Word.

Copying and Pasting into an Internet-Based Email Client

Step

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

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

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Access your email program.

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

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

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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

Launch Outlook and Word.

Step

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

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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.

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

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

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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

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

Step

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

Step

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

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

Step

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