When you are applying the same formatting to dozens of headings, inserting the same row over and over, or deleting the same thing in several places, Word’s Repeat command saves a lot of clicks. One key press repeats your last action at the cursor or on the new selection. This guide shows the shortcuts, where the Repeat button lives, what it can and cannot repeat, and other tools for repetitive work.
Quick answer
Do the action once, then select the next item (or move the cursor) and press F4 or Ctrl + Y. Word repeats the last action. On a Mac, press Command + Y.
Step-by-step: Repeat an action
- Perform the action once. For example, select a heading and apply bold and a font color, or insert a table row.
- Select the next text, or place the cursor where you want the action to happen.
- Press F4 or Ctrl + Y.
- Repeat as many times as you need.
If F4 controls brightness or volume on your laptop, press Fn + F4, or use Ctrl + Y.
Use the Repeat button
The Repeat button is the curved arrow in the Quick Access Toolbar at the top of the window. If you just undid something, the same button acts as Redo instead. If you do not see it, click the small arrow at the end of the Quick Access Toolbar and tick Redo or Repeat. Hover over the button to see which action it will repeat, for example “Repeat Font Color”.
What you can repeat
- Formatting: font, size, color, bold, styles and paragraph settings, especially when applied through a dialog box, which repeats all of its settings at once.
- Typing: the last text you typed.
- Inserting: table rows and columns, page breaks, symbols and many objects.
- Deleting: deleting a row, a word or a selection.
What Repeat cannot do
Some actions, such as many mouse-only operations and certain commands, cannot be repeated. If the Repeat button is greyed out or F4 does nothing, the last action is not repeatable; try another method below.
Practical examples
- Highlight key terms: highlight one word, then double-click each other word and press F4.
- Add several table rows: right-click a row and choose Insert > Insert Rows Below, then press F4 for each extra row you need.
- Apply a complex format: open the Font dialog (Ctrl + D), set font, size, color and spacing together, click OK, then press F4 on other text. Word repeats every setting from the dialog.
- Insert the same symbol: insert a symbol from Insert > Symbol once, then press F4 wherever you need it again.
Repeat vs. Redo
Both use Ctrl + Y. After you undo with Ctrl + Z, Ctrl + Y redoes the undone action. If you have not undone anything, Ctrl + Y repeats your last action instead.
Other ways to speed up repetitive work
Format Painter
Click text with the formatting you want, then double-click the Format Painter (paintbrush) on the Home tab. Click or drag across each item to apply the formatting, and press Esc when done.
Styles
If you keep applying the same formatting to headings or quotes, create or modify a style. Changing the style later updates every paragraph that uses it.
Find and Replace formatting
Press Ctrl + H, click More, and use the Format button to change formatting across the whole document at once.
Macros
For a sequence of several steps, record a macro with View > Macros > Record Macro and play it back with one shortcut. See how to enable macros in Word and how to create shortcuts in Word.
Related: repeat table header rows
If you meant repeating a table’s header row on every page, that is a separate setting; see how to repeat header rows in Word.
Related: Disable macros in Word.
Frequently asked questions
Does F4 work in Excel and PowerPoint too?
Yes. F4 and Ctrl + Y repeat the last action in Excel and PowerPoint as well. In Excel, F4 also toggles absolute references while editing a formula.
Can I repeat an action more than once at a time?
Not with a single key press. Press F4 once for each repetition, or record a macro for longer sequences.
Summary
- Do the action once.
- Select the next item and press F4 or Ctrl + Y (Command + Y on Mac).
- Use the Repeat button in the Quick Access Toolbar.
- For more complex tasks, use Format Painter, styles or macros.
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.