To quickly copy formats in Word documents, use the Format Brushing Tool. First select the formatted text, click "Format Brush", and then click or drag to the target text to apply the format; the format brush can copy characters and paragraph formats, and double-click can be used continuously multiple times; the format can be copied across pages or chapters, but the built-in style such as "Title 1", and only the direct format such as font size or indentation is copied. This tool is suitable for manually adjusting formats, improving document consistency and saving time.

If you've ever wanted to copy formatting from one part of your Word document to another quickly, the Format Painter is exactly what you need. It's a simple but powerful tool that saves time and keeps your document looking consistent. Here's how to make the most of it.

How to Use the Basic Format Painter

Using the Format Painter starts with selecting the text that already has the formatting you want to copy. This could be a heading with a specific font, size, color, or even paragraph settings like alignment or spacing.

Once your text is selected, click the Format Painter button—usually found on the Home tab in the ribbon under the Clipboard group. Then, click or drag over the text where you want to apply the same formatting.

• It works on both text and paragraphs
• It copies both character and paragraph formatting
• You can use it multiple times in a row by double-clicking it

This basic use is perfect for one-off formatting changes or quick fixes.

Double-Click to Apply Formatting Multiple Times

If you find yourself applying the same formatting to multiple sections, don't click the Format Painter just once— double-click it instead. This keeps the tool active after the first use, so you can click on multiple sections to apply the formatting without re-selecting the original text every time.

When you're done, just press Esc or click the Format Painter button again to turn it off.

This trick is especially useful when you're styling multiple headings or bullet points the same way.

Using Format Painter Across Different Sections

You don't have to stay in the same area of the document to use the Format Painter. You can even copy formatting from one page and apply it to another. Just select the source text, click Format Painter, then scroll to another part of the document and click where you want the formatting applied.

This is handy when:

• You want to match formatting from the beginning of the document to something at the end
• You're working with sections separated by page breaks or columns

Just remember: it copies formatting only, not the actual text.

Format Painter Doesn't Copy All Styles

One thing to be aware of is that Format Painter doesn't always copy built-in style settings like “Heading 1” or “Normal.” Instead, it applies the direct formatting—like font size, bold, or indentation. If you're using styles and want to keep things consistent, it's usually better to apply the same style name rather than using Format Painter.

But if you're tweaking manually or working with unstructured text, Format Painter is still your best bet.

Basically that's it. It's a small tool, but once you know how to use it well, it makes formatting a lot faster and more consistent.

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