Copy Text Formatting in Microsoft Word using the Format Painter or Keyboard Shortcuts
by Avantix Learning Team | Updated April 14, 2022
Applies to: Microsoft® Word® 2013, 2016, 2019, 2021 or 365 (Windows)
In Microsoft Word, you can copy text formatting quickly and easily using the Format Painter or keyboard shortcuts. You can copy character formatting only (such as font, size, and bold) or both character and paragraph formatting which would include alignment, indents and line spacing. In Word, a paragraph is anything with a hard return after it.
Recommended article: How to Check Word Count in Microsoft Word (4 Ways)
Do you want to learn more about Microsoft Word? Check out our virtual classroom or in-person classroom Word courses >
To view hard returns or paragraph marks and other nonprinting characters in Microsoft Word:
- Click the Home tab in the Ribbon.
- Click Show/Hide ¶ in the Paragraph group. Paragraph marks, tabs, spacing and other nonprinting characters will display but will not print. Click the same command to hide the paragraph marks and other nonprinting symbols.
1. Copying text formatting using the Format Painter
The Format Painter is a great tool for copying formatting. It appears on the Home tab in the Ribbon in the Clipboard group:
To copy text formatting using the Format Painter:
- Select the text with the formatting you want to copy. Select characters only (such as a word or words) if you want to copy character formatting. Select an entire paragraph if you want to copy character and paragraph formatting.
- Click the Format Painter on the Home tab in the Ribbon in the Clipboard group. If you want to copy formatting to multiple instances of text, double-click the Format Painter.
- Drag over the text to which you want to copy the formatting. If you drag over characters only, Word will copy character formatting. If you drag over an entire paragraph or paragraphs, Word will copy character and paragraph formatting.
- Repeat if necessary by dragging over other text to which you want to copy formatting (if you had double-clicked the Format Painter).
- To turn off the Format Painter, press Esc.
2. Copying text formatting using keyboard shortcuts
To copy text formatting using keyboard shortcuts:
- Select the text with the formatting you want to copy. Select characters only (such as a word or words) if you want to copy character formatting. Select an entire paragraph if you want to copy character and paragraph formatting.
- Press Ctrl + Shift + C.
- Drag over the text to which you want to copy the formatting. If you drag over characters only, Word will copy character formatting. If you drag over an entire paragraph or paragraphs, Word will copy character and paragraph formatting.
- Press Ctrl + Shift + V.
- Repeat steps 3 and 4 for other instances of text.
3. Copying paragraph formatting only
To copy paragraph formatting only:
- Ensure that paragraph marks are displayed.
- Drag over the paragraph mark of the paragraph with the formatting you want to copy.
- Press Ctrl + C.
- Drag over the paragraph mark of the paragraph with the formatting you want to replace.
- Press Ctrl + V.
- Repeat steps 4 and 5 for other instances of text.
This article was first published on October 24, 2021 and has been updated for clarity and content.
Subscribe to get more articles like this one
Did you find this article helpful? If you would like to receive new articles, join our email list.
More resources
How to Generate Random Text in Word
How to Insert a Check Mark in Word (5 Ways)
How to Show or Hide White Space in Word Documents
How to Insert or Type the Sigma Symbol in Word (Σ or σ)
How to Use Kerning in Microsoft Word to Adjust Letter Spacing
How to Change Case in Word (Upper Case to Lower Case and Vice Versa)
Related courses
Microsoft Word: Intermediate / Advanced
Microsoft Word: Styles, Templates and Tables of Contents
Microsoft Word: Designing Dynamic Word Documents Using Fields
Microsoft Word: Long Documents Master Class
Microsoft Word: Accessible Word Documents
Our instructor-led courses are delivered in virtual classroom format or at our downtown Toronto location at 18 King Street East, Suite 1400, Toronto, Ontario, Canada (some in-person classroom courses may also be delivered at an alternate downtown Toronto location). Contact us at info@avantixlearning.ca if you'd like to arrange custom instructor-led virtual classroom or onsite training on a date that's convenient for you.
Copyright 2024 Avantix® Learning
You may also like
How to Generate Random Text in Word
Generate Random Text in Microsoft Word Documents (Like Lorem Ipsum or Latin Text) by Avantix Learning Team | Updated May 4, 2023 Applies to: Microsoft® Word® 2010, 2013, 2016, 2019, 2021 and 365 (Windows) If you are creating a Microsoft Word document, template or...
How to Insert a Watermark in Word (like DRAFT)
Add or Remove Watermarks Like DRAFT or a Picture in Microsoft Word by Avantix Learning Team | Updated May 3, 2023 Applies to: Microsoft® Word® 2013, 2016, 2019, 2021 and 365 (Windows) You can insert a watermark in the background of one or more pages in a Microsoft...
How to Show or Hide White Space in Word Documents
Show or Hide White Space in Microsoft Word Documents by Avantix Learning Team | Updated May 4, 2023 Applies to: Microsoft® Word® 2010, 2013, 2016, 2019, 2021 or 365 (Windows) You can show or hide white space at the top and bottom of pages in Microsoft Word documents....
Microsoft, the Microsoft logo, Microsoft Office and related Microsoft applications and logos are registered trademarks of Microsoft Corporation in Canada, US and other countries. All other trademarks are the property of the registered owners.
Avantix Learning |18 King Street East, Suite 1400, Toronto, Ontario, Canada M5C 1C4 | Contact us at info@avantixlearning.ca