Save Hours per Week

How to Save Hours a Week with This Hidden Microsoft Tool

By Marie McCooey

 

We’ve all been there.

You’ve created a document in Word.

You spent hours working to ensure the wording conveys the right message.

Next, you start formatting to make sure the important text stands out.

As you format the text, you realize you’re repeating the same formatting steps over and over. Think about the time you’re wasting!

Want to learn a hidden Microsoft tool to repeat your formatting in all your favorite Office programs?

Let me introduce you to the Format Painter, a quick and easy-to-use tool to copy and paste multiple formats all at once whether you’re working in a:

  • Word document
  • Outlook message
  • Excel workbook or
  • PowerPoint presentation

Where can you find the Format Painter?

The Format Painter is located in the Clipboard group of the Ribbon’s Home tab.

Format Painter - hidden Microsoft tool for formatting
Let’s take a look at how the Format Painter can save you time and energy:

1. Select the object with the formatting you want to copy.
The object can be a single word, a paragraph, a picture, a range of cells or even an entire document.

2. Click the Format Painter  Format Painter button - hidden Microsoft tool for formatting to copy the formatting only.

A paint brush displays to the left of the cursor Format Paint Brush.

3. Select another object to apply the same formatting to and let go of the mouse. Instantly, all the formats you copied with the Format Painter are applied to your selection.

Note: The Format Painter applies the formatting once and then turns off automatically.

Do you need to apply the same formatting to multiple objects?

1. Instead of single clicking, double click the Format Painter button - hidden Microsoft tool for formatting.
The formatting clings to the Format Painter.

2. Apply the formatting to as many objects as necessary.

3. To release the formatting:

  • Click the Format Painter again
    or
  • Press the Esc key.

Would you like to copy formatting from an object in one document to an object in another document?

The Format Painter can easily copy formatting from one document to another.

1. Select the object with the formatting you want to copy.

2. Click the Format Painter Format Painter button - hidden Microsoft tool for formatting.

3. Switch to another open document.

4. Select an object in the new document and let go of the mouse.
Instantly, all the formats you copied with the Format Painter are applied to your selection in the new document.

The next time you’re faced with formatting a long document and feeling overwhelmed, give the Format Painter a try to simplify your tasks and save you time.

P.S. Hit Reply and let me know how many hours the Format Painter saved YOU!

4 thoughts on “How to Save Hours a Week with This Hidden Microsoft Tool

  1. Kat Sturtz

    I’ve used the Format Painter for years … but was missing out on some tips like double-clicking and using it from one doc to another. Thanks for bringing me up to speed, Marie!

    Reply
  2. Pingback: The Secret Formatting Power of Copy/Paste - The Software Trainer

  3. Pingback: Discover Excel's Paste Special Hidden Time-Saving Gems - The Software Trainer

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