Ctrl + C and Ctrl + V are by far the most used key combinations in Office applications. While it has become a familiar feature, many do not know how to see the contents that was copied last. In fact some people keep wondering where the copied item is stored. It is stored in a place called the Office Clipboard – a named portion of your computer's RAM. The last item that was copied (text, picture, etc.,) stays in this clipboard and gets pasted when Ctrl + V is clicked. As soon as another item is copied, the clipboard retains this and discards the older content. So, there is a continuous change in the content that is stored in the clipboard as latest item is stored and the older ones are discarded. When there is a frequent use of the copy & paste activity, there is always a need felt by the user to know the content that was last was copied.
There is an easy way to see the contents in the clipboard. All the user needs to do is click on the small arrow pointing to the bottom right corner close to the "Clipboard" command in the Home tab of the ribbon (in any of the office applications). The Clipboard opens and the content of the clipboard shows up. You can close the Clipboard afterwards if you find it encroaching the workspace on your screen.
There is an easier way to see the contents in the clipboard. Open the clipboard panel once and at the Options, down below, check the "Show Office Clipboard when Ctrl + C Pressed Twice" option. Thereafter, even if the Clipboard is hidden, press the Ctrl key and press C twice. Immediately, the Clipboard opens and shows the contents of the clipboard.
You might also be surprised to see there are more clips in the Clipboard after you opened the Clipboard the very first time. (The last item copied is displayed at the top). This is because you activated multiple clip retention when you opened the Clipboard. While Ctrl + V will paste the last item, you can also make use of the clipboard to paste any item that was clipped (copied) prior to the last item. Just point your mouse at the place you want the clipped item and then click on the respective item in the clipboard.
You can also paste all the items from the Clipboard at once into an office application. Remember, the Office Clipboard can hold only the last 24 items and follows the First-In-First-Out (FIFO) method. There is also a counter displayed at the bottom right corner of the screen as and when an item is copied along with a screen tip that tells whether the copy was successful and if not why.
We know that multiple items can be collected in the Office Clipboard once we activate it during an office session while working in Word, Excel, PowerPoint etc. (Just open the Clipboard by clicking on the arrow that points to the bottom right corner adjacent to the Clipboard command in the Home tab of the Ribbon to activate the Clipboard).
Now, you can also collect pictures and photos from the web (or any other source) into the Clipboard. Whether you use a search engine to display images and then you copy them one by one or whether you use the Windows + S feature of OneNote to clip pictures from a web page or whether you use the snipping tool of your Windows OS, they get collected in the Clipboard one after another.
Once all these pictures are clipped, go to where you want these pictures in a slide of your PowerPoint presentation and click on the Paste All option found at the top of the Clipboard. All the pictures get pasted but piled up one above the other. It is now just another step to spread them across the slide. Click on the Picture Tools – Format command and click the Picture Layout option. Choose one of the layouts and immediately all the pictures are arranged in the layout chosen by you.
You can move the SmartArt and resize it as required. If you have chosen a layout that allows titles/captions for pictures, just start naming them. You can also expand the text pane of the SmartArt and add the relevant captions to make your job easier.