Excel Format Painter and other ways to copy formatting

This tutorial demonstrates three efficient methods for copying formatting in Excel: Format Painter, Fill Handle, and Paste Special. These techniques are compatible with all Excel versions (2007-365).

Proper formatting enhances worksheet presentation, making data clearer and more impactful, whether for internal reports or board presentations.

Excel Format Painter

The Format Painter is a frequently overlooked but highly useful tool for copying formatting from one cell to another. It replicates various formatting aspects, including:

• Number formats
• Font styles (face, size, color, bold, italic, underline)
• Fill color (cell background)
• Text alignment, direction, and orientation
• Cell borders

The Format Painter button resides on the Home tab, in the Clipboard group, next to the Paste button.

Using Format Painter:

1. Select the source cell.
2. Click the Format Painter button. The cursor transforms into a paintbrush.
3. Click the target cell(s).

For multiple cells:

• Adjacent cells: Select the source, click Format Painter, then drag across the target cells.
• Non-adjacent cells: Double-click Format Painter. This "locks" it; click each target cell/range until you press Esc or click Format Painter again.
• Entire column/row: Select the source column/row header, click Format Painter, then click the target column/row header. This copies formatting and column width (rows copy formatting only).

Fill Handle for Copying Formatting Down a Column

The Fill Handle can also copy formatting.

1. Format the first cell.
2. Select it, hover over the Fill Handle (bottom-right corner). The cursor changes to a black cross.
3. Drag the handle down.
4. In the AutoFill Options menu, select "Fill Formatting Only."

To copy to the first empty cell, double-click the Fill Handle and then choose "Fill Formatting Only."

Paste Special for Copying Formatting to Entire Columns/Rows

For applying formatting to entire columns/rows (including blank cells), use Paste Special.

1. Copy the source cell (Ctrl C).
2. Select the target column/row header.
3. Right-click, choose Paste Special.
4. Select Formats, then OK. Alternatively, use the Paste Special pop-up menu's Formatting option.

Keyboard Shortcuts

While no single shortcut exists for copying formats, these sequences work:

• Format Painter: Alt H F P (press each key individually)
• Paste Special Formatting: Ctrl C (copy), select target, Shift F10 R Enter

These methods offer versatile options for efficiently copying formatting in Excel.

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