How to Use Paint Brush in Microsoft Office
This tutorial shows how to use the Format Painter in Microsoft Word. We will also use the Format Painter keyboard shortcuts.
Quick Links:
- How to Use the Format Painter
- How to Use the Format Painter Keyboard Shortcuts
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.
- Select the Home tab in the ribbon.
- Select the Show/Hide button in the Paragraph group to reveal the paragraph marks.
- 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.
3.b. To only copy the font-level formatting, copy text from earlier in the paragraph.
- Select the Format Painter button in the Clipboard group.
- Use the paintbrush cursor to select the text that should receive the formatting.
The text should immediately receive the new formatting.
- (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.
- Select the Home tab in the ribbon (see figure 1).
- Select the Show/Hide button in the Paragraph group to reveal the paragraph marks (see figure 2).
- 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).
- Double-click the Format Painter button in the Clipboard group (see figure 5). Double-clicking turns on the Format Painter for continual use.
- Use the paintbrush cursor to select the various blocks of text that should receive the formatting.
- Reselect the Format Painter button to turn it off when you are finished.
- (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.
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.
- Select the Home tab in the ribbon (see figure 1).
- Select the Show/Hide button in the Paragraph group to reveal the paragraph marks (see figure 2).
- 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).
- Press Ctrl + Shift + C on a PC or Command + Shift + C on a Mac to copy the formatting.
- Select the text that should receive the formatting.
- Press Ctrl + Shift + V on a PC or Command + Shift + V on a Mac to paste the formatting.
- (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
How to Use Paint Brush in Microsoft Office
Source: https://erinwrightwriting.com/format-painter-in-microsoft-word/
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