Format Painter copies formatting such as font, size, color, and paragraph spacing from one part of a Word document to another. It is the fastest way to make text match without adjusting each setting by hand.
Quick Answer
Select text with the formatting you want, click Format Painter on the Home tab, then drag across the text you want to change. Double-click Format Painter to apply the formatting to several places, and press Esc when finished.
How to Copy Formatting in Word
- Select text that has the formatting you want to copy.
- On the Home tab, click Format Painter (the paintbrush). The pointer changes to a brush.
- Drag across the text you want to format. Word applies the copied formatting.
- To apply it in several places, double-click Format Painter, format each area, then press Esc.
- Keyboard alternative: press Ctrl+Shift+C to copy formatting and Ctrl+Shift+V to paste it.
Format Painter Tips
| Action | Result |
|---|---|
| Single-click | Applies formatting once |
| Double-click | Stays on until you press Esc |
| Select a whole paragraph first | Copies paragraph spacing and alignment too |
| Ctrl+Shift+C / V | Copy and paste formatting by keyboard |
Character vs. Paragraph Formatting
What Format Painter copies depends on what you select first:
- A few words: copies character formatting only, such as font, size, colour, bold and highlighting.
- A whole paragraph, including its paragraph mark: also copies paragraph formatting, such as alignment, indents, line spacing, spacing before and after, and bullets or numbering.
Turn on Show/Hide (Ctrl+Shift+8) to see the ΒΆ marks so you know exactly what you are selecting. To copy only paragraph formatting, click inside the source paragraph without selecting any text, click Format Painter, then click inside the target paragraph.
Keep Formatting Consistent With Styles
Format Painter is great for quick fixes, but for headings and body text used throughout a long document, styles are more reliable. Format one paragraph the way you like, then on the Home tab right-click a style such as Heading 2 in the Styles gallery and choose Update Heading 2 to Match Selection. Every paragraph using that style updates at once, and new ones match automatically.
Control Formatting When You Paste
Pasted text often brings unwanted formatting from websites or other documents. After pasting, click the Paste Options button (or press Ctrl, then a letter) and choose Keep Text Only to match the surrounding text, or Merge Formatting to keep basics like bold. You can set a default under File, Options, Advanced, Cut, copy, and paste.
Troubleshooting
- Only some formatting copied: select the whole paragraph, including the paragraph mark, to copy paragraph settings.
- The result looks different: styles may override direct formatting. Apply the matching style instead.
- To align colons and tabs consistently, see how to align colons in Word.
- For special underlines, read how to double underline in Word.
Frequently Asked Questions
Does Format Painter work in tables and pictures?
Yes, for text in tables and for some picture formatting such as borders.
Can I copy formatting between documents?
Yes. Click Format Painter in one document, switch windows, and drag in the other.
Does it work in Excel and PowerPoint?
Yes. Format Painter works the same way in both.
Summary
- Select the formatted text.
- Click Format Painter.
- Drag across the target text.
- Double-click to use it repeatedly.
Kermit Matthews is a freelance writer based in Philadelphia, Pennsylvania with more than a decade of experience writing technology guides. He has a Bachelor’s and Master’s degree in Computer Science and has spent much of his professional career in IT management.
He specializes in writing content about iPhones, Android devices, Microsoft Office, and many other popular applications and devices.