Affinity Consulting Blog

If you find text formatted the way you like in a document, you can easily replicate it elsewhere using the Format Painter button in the Clipboard group on the Home ribbon.

This is particularly useful when you have some rogue paragraphs which are formatted incorrectly.

To use this feature, follow these steps:

1. Click anywhere in the text which is formatted the way you would like. In the example below, paragraph 4 is formatted correctly and paragraph 3 is not. Put your cursor somewhere in the middle of paragraph 4. Do not select anything.

2. Single click the Format Painter button on the Home ribbon. You'll notice that your mouse pointer turns into a brush.

3. Apply the same formatting to other text by left-clicking, holding down the left mouse button and dragging the mouse pointer over the text (i.e., select the entire paragraph). Make sure you include the hard return at the end of the target paragraph. In the example referenced above, select paragraph 3. Now it looks like this:

4. After you release the mouse button, the Format Painter automatically turns off.

Bonus Tip: If you want to turn on the Format Painter and keep it on until you're done selecting multiple sections of text, double-click the Format Painter button. When you're done, single click the button and it will turn off again.

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