This tutorial shows how to use the Format Painter in Microsoft Word.
[Typewriter sounds]
Hello, my name is Erin.
[Chime sounds]
This tutorial shows how to use the Format Painter in Microsoft Word.
We will also look at how to use the Format Painter keyboard shortcuts.
But first, what does the Format Painter do, exactly?
The Format Painter copies formatting from one block of text to another within your document.
Formatting includes font style,
font size,
font color,
emphasis, which is boldness, italics, and underlining,
superscripting and subscripting,
text effects, such as 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.
However, as we’ll see in just a moment, you don’t have to copy paragraph-level formatting.
Plus, the Format Painter can also be used on objects such as tables and images.
We’ll focus on text today, however.
I’ll be using Word for Microsoft 365.
These steps also apply to Word 2019, Word 2016, Word 2013, and Word for Mac.
You can use the Format Painter once or turn it on for continual use in multiple locations.
To use it once, begin by selecting the Home tab in the ribbon.
Then, select the Show/Hide button in the Paragraph group to reveal the paragraph marks.
Next, select the text with the format you want to copy.
Note that there is a consideration on how you select the text
based on whether you want to select font-level formatting with paragraph-level formatting or only font-level formatting.
To only copy the font-level formatting, copy text from earlier in the paragraph,
but don’t select the final word, punctuation, or paragraph mark.
To copy the paragraph-level formatting with the font-level formatting,
select the text with the closing paragraph mark.
Then, select the Format Painter button in the Clipboard group.
Your cursor will change to the paintbrush cursor,
which you can use to select the text that should receive the formatting.
When you’re done, the Format Painter will turn off automatically.
And you can reselect the Show/Hide button to hide the paragraph marks.
If you want to keep the Format Painter turned on for use in multiple locations,
again select the Home tab in the ribbon.
Followed by the Show/Hide button in the Paragraph group to reveal the paragraph marks.
And then select the text with the format you want to copy.
This time, double-click the Format Painter button.
Double-clicking turns it on for continual use.
Now you can use the paintbrush cursor to select the text that should receive the formatting in multiple locations.
Before we move on, note that the Format Painter is also available in the Mini toolbar,
which PC users can access by right-clicking anywhere in the document.
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.
To begin, select the Home tab in the ribbon.
And then select the Show/Hide button to reveal the paragraph marks.
Next, select the text with the format you want to copy.
Once your selection is made, PC users can copy the formatting by pressing Ctrl + Shift + C.
While Mac users can press Command + Shift + C.
Now select the text that should receive the formatting.
PC users can press Ctrl + Shift + V to paste the formatting.
And Mac users can press Command + Shift + V.
The text should immediately receive the new formatting.
And you can reselect Show/Hide to hide the paragraph marks.
As always, remember to save your file to save your changes.
I have created many other videos about Microsoft Word
including “How to Cut, Copy, and Paste in Microsoft Word”
and “How to Insert and Modify Images in Microsoft Word.”
Please see the complete list in the playlist titled “How to Use Microsoft Word,”
which is linked in the description box below.
The companion blog post for this video showing all the steps we just performed
appears on erinwrightwriting.com,
along with all my other step-by-step tutorials to help you excel in the office and in the classroom.
Feel free to leave me a comment if there’s a specific topic that you would like me to talk about in the future.
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Thank you so much for watching!
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