Erin Wright Writing

Writing Tips for the Real World

How to Use the Format Painter in Microsoft Word (PC & Mac)

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Paintbrush with Paint Can and Text Overlay "How to Use the Format Painter in Microsoft Word"This tutorial shows how to use the Format Painter in Microsoft Word. We will also use the Format Painter keyboard shortcuts.

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First, let’s answer the question…

What Does the Format Painter Do, Exactly?

The Format Painter 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 1, Heading 2, etc.

In addition, the Format Painter can copy paragraph-level formatting, such as bulleted or numbered lists, alignment, spacing, indentation, borders, and shading. (As shown in step 3, below, you don’t have to copy paragraph-level formatting.)

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

This tutorial is also available as a YouTube video showing all the steps in real time.

Watch more than 100 other writing-related tutorials on my YouTube channel.

The images below are from Word for Microsoft 365. These steps also apply to Word 2019, Word 2016, Word 2013, and Word for Mac.

How to Use the Format Painter

You can use the Format Painter once or continually.

How to Use the Format Painter Once

Use this method if you want to use the Format Painter in one location.

  1. Select the Home tab in the ribbon.
Home tab in Word 365
Figure 1. Home tab
  1. Select the Show/Hide button in the Paragraph group to reveal the paragraph marks.
Show/Hide button in Word 365
Figure 2. Show/Hide button
  1. Select the text with the format you want to copy.

3.a. To copy the paragraph-level formatting (e.g., bullets, alignment, spacing) with the font-level formatting, select the text with the closing paragraph mark.

Example text selected with paragraph mark in Word 365
Figure 3. Example text selected with paragraph mark

3.b. To only copy the font-level formatting, copy text from earlier in the paragraph.

Example text with custom formatting in Word 365
Figure 4. Example text with selection away from paragraph mark
  1. Select the Format Painter button in the Clipboard group.
Format Painter button in the Home tab in Word 365
Figure 5. Format Painter button
  1. Use the paintbrush cursor to select the text that should receive the formatting.
Selected text in Word 365
Figure 6. Text selected to receive formatting

The text should immediately receive the new formatting.

Text after receiving formatting in Word 365
Figure 7. Text after receiving formatting
  1. (Optional) Reselect the Show/Hide button to hide the paragraph marks (see figure 2).

The Format Painter will turn off automatically.

How to Use the Format Painter Continually

Use this method if you want to keep the Format Painter turned on for use in multiple locations.

  1. Select the Home tab in the ribbon (see figure 1).
  2. Select the Show/Hide button in the Paragraph group to reveal the paragraph marks (see figure 2).
  3. Select the text with the format you want to copy.

3.a. To copy the paragraph-level formatting (e.g., bullets, alignment, spacing) with the font-level formatting, select the text with the closing paragraph mark (see figure 3).

3.b. To only copy the font-level formatting, copy text from earlier in the paragraph (see figure 4).

  1. Double-click the Format Painter button in the Clipboard group (see figure 5). Double-clicking turns on the Format Painter for continual use.
  2. Use the paintbrush cursor to select the various blocks of text that should receive the formatting.
  3. Reselect the Format Painter button to turn it off when you are finished.
  4. (Optional) Reselect the Show/Hide button to hide the paragraph marks (see figure 2).

Pro Tip: The Format Painter is also available in the Mini toolbar, which you can access by right-clicking anywhere in your document.

Format Painter in the Mini toolbar in Word 365
Figure 8. Format Painter button in the Mini toolbar

How to Use the Format Painter Keyboard Shortcuts

The Format Painter keyboard shortcuts copy and paste formatting just like the Format Painter in the ribbon and Mini toolbar. 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. Select the Show/Hide button in the Paragraph group to reveal the paragraph marks (see figure 2).
  3. Select the text with the format you want to copy.

3.a. To copy the paragraph-level formatting (e.g., bullets, alignment, spacing) with the font-level formatting, select the text with the closing paragraph mark (see figure 3).

3.b. To only copy the font-level formatting, copy text from earlier in the paragraph (see figure 4).

  1. Press Ctrl + Shift + C on a PC or Command + Shift + C on a Mac to copy the formatting.
  2. Select the text that should receive the formatting.
  3. Press Ctrl + Shift + V on a PC or Command + Shift + V on a Mac to paste the formatting.
  4. (Optional) Reselect the Show/Hide button to hide the paragraph marks (see figure 2).

The text should immediately receive the new formatting.

Related Resources

How to Cut, Copy, and Paste in Microsoft Word

How to Use the Clipboard in Microsoft Word

How to Copy and Paste Text with Comments and Track Changes in Microsoft Word

Updated September 05, 2021