What is format painter in excel

What is a Format Painter in Excel?

Format Painter in Excel is a tool used to copy the same format of a cell or a group of cells to the other cells. It is located on the “Home” tab in the clipboard section. For copying the format, the cells containing the format are to be selected first, and then we must click on the “Format Painter” button and select the cells we want to format.

We often copy the content of cells but have ever wondered how we can copy only the cell’s formatting without copying the cell’s value. Yes, it is possible to copy and paste only the formatting of one cell to another cell with the help of a “Format Painter” tool.

• Using a “Format Painter” tool, we can copy one cell’s look or the complete range of the cells and paste that into other cells or ranges.
• The “Format Painter” is the built-in tool of Excel that belongs to the formatting class of functions. We can use this tool to copy the border, font style, and color, adjusting the cell’s width and all the interiors of the cells to another cell that is not formatted or formatted in a way that is not desired.
• The great thing about the “Format Painter” is that its use is not restricted to a single cell. Therefore, we can use the “Format painter” on the complete workbook to get it formatted like the other workbook.
• The worksheet format may be a border on the header, different colors on negative numbers, etc. If we have already created a workbook in the required format, we can always use the “Format Painter” tool and make the raw workbook the formatted workbook with the help of a “Format Painter.”

So, now we do not need to spend time formatting a workbook again and again as we have the “Format Painter” tool in Excel.

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How to Use Format Painter in Excel?

You can download this Format Painter Excel Template here – Format Painter Excel Template

Example #1 – Formatting the Cells in Excel

Example #2 – Formatting the Conditional Formatted Data

In this method, we can use the “Format Painter” to apply the conditional formattingConditional formatting is a technique in Excel that allows us to format cells in a worksheet based on certain conditions. It can be found in the styles section of the Home tab.read more from one range to another range of cells.

Step 1: We must select the range of data and click on “Format Painter.”

The steps will be the same as explained above, but the only difference is that we also copy the conditional formatting of the cellsConditional formatting for blank cells can be accessed from the new rules of conditional formatting tab and then in the cells that contain blank value which is the second option. In other words it means a certain cell which doesn’t have a value assigned to it. It doesn’t have a numeric, alphabetic or any sort of character as value. It is just blank.read more in this case.

Example #3 – Formatting the Shape of Object

In this method, we will format the object.

Step 1: First, we must insert the shape.

We can insert a shape by going to the “INSERT” tab and choosing the required shape.

Step 2: Now, select the shape with all the formatting we need and click on “Format Painter.”

Step 3:  Now, choose the shape that needs to be formatted in excelFormatting is a useful feature in Excel that allows you to change the appearance of the data in a worksheet. Formatting can be done in a variety of ways. For example, we can use the styles and format tab on the home tab to change the font of a cell or a table.read more, and it will copy all the formatting onto the shape.

Example #4- Format Painter on a Complete Worksheet

In this case, we will format the complete workbook instead of a single cell or range.

Step 1: We must first select the complete workbook already formatted or has the required properties and then click on the “Format Painter” option.

Step 2: Select the worksheet that wants to be formatted. Then, it will be automatically applied.

Things to Remember

• While using the “Format Painter,” we should remember that it will apply all the properties/format of one cell to the new location. Therefore, we do not have the option of choosing what format has to be used.
• After we have formatted the new location, the option of formatting the painter will disappear. To format more than one location, we need to double click on the “Format Painter” option, as this will keep the function alive until we choose to turn it off by pressing the key “ESC.”
• If we are formatting a complete worksheet using a “Format Painter,” we should remember that both the sheets should have the same data in the same location. For example, if the first row has 10 headers and another sheet has only 9 headers, all 10 headers will be formatted. So, we will have one additional header formatted but no data.
• We can also use the “Format Painter” in Excel from the paste specials optionsPaste special in Excel allows you to paste partial aspects of the data copied. There are several ways to paste special in Excel, including right-clicking on the target cell and selecting paste special, or using a shortcut such as CTRL+ALT+V or ALT+E+S.read more.

Recommended Articles

This article is a guide to the Format Painter in Excel. We discuss using the “Format Painter” tool on cells, the object’s shape, conditional formatting with practical examples, and a downloadable Excel template. You may learn more about Excel from the following articles: –

• VBA Conditional Formatting
• Custom Number Format in Excel
• Pivot Table Conditional Formatting
• AutoFormat Excel

Format Painter in Excel

What is a Format Painter in Excel?

Format Painter in Excel is a tool used to copy the same format of a cell or a group of cells to the other cells. It is located on the “Home” tab in the clipboard section. For copying the format, the cells containing the format are to be selected first, and then we must click on the “Format Painter” button and select the cells we want to format.

We often copy the content of cells but have ever wondered how we can copy only the cell’s formatting without copying the cell’s value. Yes, it is possible to copy and paste only the formatting of one cell to another cell with the help of a “Format Painter” tool.

• Using a “Format Painter” tool, we can copy one cell’s look or the complete range of the cells and paste that into other cells or ranges.
• The “Format Painter” is the built-in tool of Excel that belongs to the formatting class of functions. We can use this tool to copy the border, font style, and color, adjusting the cell’s width and all the interiors of the cells to another cell that is not formatted or formatted in a way that is not desired.
• The great thing about the “Format Painter” is that its use is not restricted to a single cell. Therefore, we can use the “Format painter” on the complete workbook to get it formatted like the other workbook.
• The worksheet format may be a border on the header, different colors on negative numbers, etc. If we have already created a workbook in the required format, we can always use the “Format Painter” tool and make the raw workbook the formatted workbook with the help of a “Format Painter.”

So, now we do not need to spend time formatting a workbook again and again as we have the “Format Painter” tool in Excel.

Table of contents

You are free to use this image on your website, templates, etc., Please provide us with an attribution link How to Provide Attribution? Article Link to be Hyperlinked
For eg:
Source: Format Painter in Excel (wallstreetmojo.com)

How to Use Format Painter in Excel?

Example #1 – Formatting the Cells in Excel

In this method, we will copy the formatting of the range to another range.

We must first select the formatted range.

Then, go to the “Home” tab. From the “Home” tab, there will be the option “Format Painter.”

Click on this option and then select the range where we must apply the format. After the formatting is used, we will get the range formatted as an original.

Example #2 – Formatting the Conditional Formatted Data

Step 1: We must select the range of data and click on “Format Painter.”

Example #3 – Formatting the Shape of Object

In this method, we will format the object.

Step 1: First, we must insert the shape.

We can insert a shape by going to the “INSERT” tab and choosing the required shape.

Step 2: Now, select the shape with all the formatting we need and click on “Format Painter.”

Example #4- Format Painter on a Complete Worksheet

In this case, we will format the complete workbook instead of a single cell or range.

Step 1: We must first select the complete workbook already formatted or has the required properties and then click on the “Format Painter” option.

Step 2: Select the worksheet that wants to be formatted. Then, it will be automatically applied.

Things to Remember

• While using the “Format Painter,” we should remember that it will apply all the properties/format of one cell to the new location. Therefore, we do not have the option of choosing what format has to be used.
• After we have formatted the new location, the option of formatting the painter will disappear. To format more than one location, we need to double click on the “Format Painter” option, as this will keep the function alive until we choose to turn it off by pressing the key “ESC.”
• If we are formatting a complete worksheet using a “Format Painter,” we should remember that both the sheets should have the same data in the same location. For example, if the first row has 10 headers and another sheet has only 9 headers, all 10 headers will be formatted. So, we will have one additional header formatted but no data.
• We can also use the “Format Painter” in Excel from the paste specials optionsPaste Specials OptionsPaste special in Excel allows you to paste partial aspects of the data copied. There are several ways to paste special in Excel, including right-clicking on the target cell and selecting paste special, or using a shortcut such as CTRL+ALT+V or ALT+E+S.read more .

Recommended Articles

This article is a guide to the Format Painter in Excel. We discuss using the “Format Painter” tool on cells, the object’s shape, conditional formatting with practical examples, and a downloadable Excel template. You may learn more about Excel from the following articles: –

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Format Painter and other ways to copy formatting in Excel

by Svetlana Cheusheva, updated on February 7, 2023

This short tutorial shows how to copy formatting in Excel using Format Painter, Fill Handle and Paste Special options. These techniques work in all versions of Excel, from 2007 through Excel 365.

After you’ve put a lot of effort in calculating a worksheet, you would usually want to add some finishing touches to make it look nice and presentable. Whether you are creating a repot for your head office or building a summary worksheet for the board of directors, proper formatting is what makes important data stand out and convey the relevant information more effectively.

Fortunately, Microsoft Excel has an amazingly simple way to copy formatting, which is often overlooked or underestimated. As you have probably guessed, I am talking about the Excel Format Painter that makes it really easy to take the formatting of one cell and apply it to another.

Further on in this tutorial, you will find the most efficient ways to use Format Painter in Excel, and learn a couple of other techniques to copy formatting in your sheets.

Excel Format Painter

When it comes to copying formatting in Excel, Format Painter is one of the most helpful and underused features. It works by copying the formatting of one cell and applying it to other cells.

With just a couple of clicks, it can help you reproduce most, if not all of the formatting settings, including:

• Number format (General, Percentage, Currency, etc.)
• Font face, size, and color
• Font characteristics such as bold, italic, and underline
• Fill color (cell background color)
• Text alignment, direction and orientation
• Cell borders

In all Excel versions, the Format Painter button is located on the Home tab, in the Clipboard group, right next to the Paste button:

How to use Format Painter in Excel

To copy cell formatting with the Excel Format Painter, just do the following:

1. Select the cell with the formatting you want to copy.
2. On the Home tab, in the Clipboard group, click the Format Painter button. The pointer will change to a paint brush.
3. Move to the cell where you want to apply the formatting and click on it.

Done! The new formatting is copied to your target cell.

Excel Format Painter tips

If you need to change formatting of more than one cell, clicking each cell individually would be tedious and time consuming. The following tips will speed things up.

1. How to copy formatting to a range of cells.

To copy formatting to several adjacent cells, select the sample cell with the desired format, click the Format Painter button, and then drag the brush cursor across the cells that you want to format.

2. How to copy format to non-adjacent cells.

To copy formatting to non-contiguous cells, double-click the Format Painter button instead of single-clicking it. This will «lock» the Excel Format Painter on, and the copied formatting will be applied to all cells and ranges that you click/select until you press Esc or click on the Format Painter button one final time.

3. How to copy the formatting of one column to another column row-by-row

To quickly copy the format of the entire column, select the heading of the column whose formatting you want to copy, click Format Painter, and then click the heading of the target column.

As demonstrated in the following screenshot, the new formatting is applied to the target column row-by-row, including the column width:

In a similar manner, you can copy the format of the entire row, column-by-column. For this, click the sample row heading, click Format Painter, and then click the heading of the target row.

As you have just seen, the Format Painter makes copying format as easy as it can possibly be. However, as is often the case with Microsoft Excel, there is more than one way to do the same thing. Below, you will find two more methods to copy formats in Excel.

How to copy formatting down a column using the Fill Handle

We often use the fill handle to copy formulas or auto fill cells with data. But did you know that it can also copy Excel formats with just a few clicks? Here’s how:

1. Format the first cell the way you want.
2. Select the properly formatted cell and hover over the fill handle (a small square at the lower right-hand corner). As you do this, the cursor will change from the white selection cross to a black cross.
3. Hold and drag the handle over the cells where you want to apply the formatting:
   
   This will also copy the value of the first cell to other cells, but don’t worry about that, we will undo it on the next step.
4. Release the fill handle, click the Auto Fill Options drop-down menu, and select Fill Formatting Only:
   

That’s it! The cell values revert to the original values, and the desired format is applied to other cells in the column:

Tip. To copy the formatting down the column until the first empty cell, double-click the fill handle instead of dragging it, then click AutoFill Options, and select Fill Formatting Only.

How to copy cell formatting to an entire column or row

Excel Format Painter and Fill Handle work great with small selections. But how do you copy the format of a specific cell to an entire column or row so that the new format is applied to absolutely all cells in a column/row including blank cells? The solution is using the Formats option of Excel Paste Special.

1. Select the cell with the desired format and press Ctrl+C to copy its content and formats.
2. Select the entire column or row that you want to format by clicking on its heading.
3. Right-click the selection, and then click Paste Special.
4. In the Paste Special dialog box, click Formats, and then click OK.
   

Alternatively, select the Formatting option from the Paste Special pop-up menu. This will display a live preview of the new format, as shown in the screenshot below:

Shortcuts to copy formatting in Excel

Regrettably, Microsoft Excel doesn’t provide a single shortcut that you could use to copy cell formats. However, this can be done by using a sequence of shortcuts. So, if you prefer working form the keyboard most of the time, you can copy format in Excel in one of the following ways.

Excel Format Painter shortcut

Instead of clicking the Format Painter button on the ribbon, do the following:

1. Select the cell containing the required format.
2. Press Alt, H, F, P keys.
3. Click the target cell where you want to apply the formatting.

Please note, the shortcut keys for Format Painter in Excel should be pressed one by one, not all at once:

• Alt activates the keyboard shortcuts for ribbon commands.
• H selects the Home tab on the ribbon.
• F , P select the Format Painter button.

Paste Special formatting shortcut

Another quick way to copy format in Excel is by using the keyboard shortcut for Paste Special > Formats:

1. Select the cell from which you want to copy the format.
2. Press Ctrl + C to copy the selected cell to the Clipboard.
3. Select the cell(s) to which the format should be applied.
4. In Excel 2016, 2013 or 2010, press Shift + F10, S, R, and then click Enter .

If someone still uses Excel 2007, press Shift + F10, S, T, Enter .

This key sequence does the following:

• Shift + F10 displays the context menu.
• Shift + S selects the Paste Special command.
• Shift + R chooses to paste only formatting.

These are the fastest ways to copy formatting in Excel. If you’ve accidentally copied a wrong format, no problem, our next article will teach you how to clear it 🙂 I thank you for reading and hope to see you on our blog soon!

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