How To Use The Format Painter In Microsoft ... - Erin Wright Writing

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This tutorial shows how to copy and paste formatting in Microsoft Word using the Format Painter. We will also use keyboard shortcuts to copy and paste formatting.

Table of Contents:

  • What Is the Format Painter?
  • How to Copy and Paste Formatting with the Format Painter
  • How to Use Keyboard Shortcuts to Copy and Paste Formatting

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The images below are from Word for Microsoft 365. These steps also apply to Word for Microsoft 365 for Mac (a.k.a., Word for Mac), Word 2024, Word 2021, Word 2019, and Word 2016.

What Is the Format Painter?

The Format Painter is a Microsoft Word tool that copies font-level formatting from one block of text to another within your document. Font-level formatting includes font style, font size, font color, emphasis (i.e., boldness, italics, and underlining), superscripting and subscripting, text effects (e.g., outline shadow, reflection, glow), and highlighting. It will also copy styles from the Style gallery such as heading levels.

In addition, the Format Painter can copy paragraph-level formatting, such as bulleted or numbered lists, alignment, spacing, indentation, borders, and shading.

The Format Painter can also be used on objects such as tables and images.

How to Copy and Paste Formatting with the Format Painter

You can use the Format Painter once or continually.

How to Use the Format Painter Once

This method lets you use the Format Painter in one location.

  1. Select the Home tab.
  2. Select the Show/Hide button in the Paragraph group to reveal the paragraph marks.
Show/Hide button in the Home tab in Word 365
Figure 1. Show/Hide button
  1. Select the text with the format you want to copy.
  2. (Optional) Include the closing paragraph mark with the text selection to copy the paragraph-level formatting (e.g., bullets, alignment, spacing) with the font-level formatting.

Don’t include the closing paragraph mark if you only want to copy and paste the front-level formatting.

Selected text with closing paragraph mark in Word 365
Figure 2. Selected text with closing paragraph mark
  1. Select the Format Painter button in the Clipboard group.
Format Painter button in Word 365
Figure 3. Format Painter button

Your cursor will become a paintbrush cursor.

  1. Use the paintbrush cursor to select the text that should receive the formatting.

The text should immediately receive the new formatting.

  1. (Optional) Reselect the Show/Hide button to hide the paragraph marks (see figure 1).

The Format Painter should turn off automatically.

How to Use the Format Painter Continually

This method lets you use the Format Painter in multiple locations without turning it on and off.

  1. Select the Home tab (see figure 1).
  2. Select the Show/Hide button in the Paragraph group to reveal the paragraph marks (see figure 1).
  3. Select the text with the format you want to copy. Include the closing paragraph mark if you want to include paragraph-level formatting (e.g., bullets, alignment, spacing) with the font-level formatting.
  4. Double-click the Format Painter button in the Clipboard group (see figure 3). Double-clicking turns on the Format Painter for continual use.
  5. Use the paintbrush cursor to select the various blocks of text that should receive the formatting.
  6. Reselect the Format Painter button to turn it off when you are finished.
  7. (Optional) Reselect the Show/Hide button to hide the paragraph marks (see figure 1).

Pro Tip: Use the Format Painter in the Mini Toolbar (PC Only)

PC users can also access the Format Painter in the Mini toolbar, which you launch by right-clicking anywhere in your document.

Format Painter in the Mini Toolbar in Word 365 (PC only)
Figure 4. Format Painter in the Mini Toolbar (PC only)

How to Use Keyboard Shortcuts to Copy and Paste Formatting

The keyboard shortcuts to copy and paste formatting function like the Format Painter. However, you won’t see the paintbrush cursor when using the keyboard shortcuts.

  1. Select the Home tab in the ribbon (see figure 1).
  2. (Optional) Select the Show/Hide button in the Paragraph group to reveal the paragraph marks (see figure 1).
  3. Select the text with the format you want to copy. Include the closing paragraph mark if you want to include paragraph-level formatting (e.g., bullets, alignment, spacing) with the font-level formatting.
  4. Press Ctrl + Alt + C on a PC or Command + Option+ C on a Mac to copy the formatting.
  5. Select the text that should receive the formatting.
  6. Press Ctrl + Alt + V on a PC or Command + Option + V on a Mac to paste the formatting.

Important Note: Older Shortcut Keys

If you are using an older version of Microsoft Word, your keyboard shortcuts may use the Shift key instead of the Alt (PC) and Option (Mac) keys:

  • (PC) Ctrl + Shift + C and Ctrl + Shift + V
  • (Mac) Command + Shift+ C and Command + Shift+ V

The text should immediately receive the new formatting.

  1. (Optional) Reselect the Show/Hide button to hide the paragraph marks (see figure 1).

Related Resources

How to Find and Replace Font Formatting in Microsoft Word

How to Find and Replace Font Formatting in Word for Mac

Updated January 16, 2025

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