[Excel Shortcut] Use the Format Painter (Windows & Mac)

Written by Kasper Langmann

The Format Painter is an incredibly useful tool in Excel that allows you to quickly copy the formatting from one cell and apply it to another. This tool can save you a significant amount of time, especially when you’re working with large spreadsheets. In this guide, we’ll explore how to use the Format Painter on both Windows and Mac systems.

Understanding the Format Painter

The Format Painter is a feature in Excel that allows you to copy all of the formatting from one cell and apply it to another. This includes font style, size, color, border style, and more. It’s a great tool for ensuring consistency across your spreadsheet, and it can save you a lot of time.

One of the great things about the Format Painter is that it’s very easy to use. All you need to do is select the cell with the formatting you want to copy, click the Format Painter button, and then select the cell you want to apply the formatting to. It’s as simple as that.

However, there are a few things you need to know to get the most out of the Format Painter. For example, you can use it to copy formatting to multiple cells at once, and you can even use it to copy formatting between different Excel files. We’ll cover these topics and more in the sections below.

How to Use the Format Painter on Windows

Copying Formatting to a Single Cell

To use the Format Painter to copy formatting to a single cell on Windows, follow these steps:

  1. Select the cell with the formatting you want to copy.
  2. Click the Format Painter button on the Home tab of the Ribbon.
  3. Select the cell you want to apply the formatting to.

That’s it! The formatting from the first cell will be applied to the second cell.

Copying Formatting to Multiple Cells

If you want to copy formatting to multiple cells, you can do so by double-clicking the Format Painter button. Here’s how:

  1. Select the cell with the formatting you want to copy.
  2. Double-click the Format Painter button on the Home tab of the Ribbon.
  3. Select the cells you want to apply the formatting to. You can do this by clicking and dragging your mouse over the cells.
  4. When you’re done, click the Format Painter button again to turn it off.

Note that you can also use the Format Painter to copy formatting to an entire row or column by selecting the row or column before you click the Format Painter button.

How to Use the Format Painter on Mac

Copying Formatting to a Single Cell

The process for using the Format Painter on Mac is very similar to the process on Windows. Here’s how you do it:

  1. Select the cell with the formatting you want to copy.
  2. Click the Format Painter button on the Standard toolbar.
  3. Select the cell you want to apply the formatting to.

Just like on Windows, the formatting from the first cell will be applied to the second cell.

Copying Formatting to Multiple Cells

To copy formatting to multiple cells on Mac, follow these steps:

  1. Select the cell with the formatting you want to copy.
  2. Double-click the Format Painter button on the Standard toolbar.
  3. Select the cells you want to apply the formatting to. You can do this by clicking and dragging your mouse over the cells.
  4. When you’re done, click the Format Painter button again to turn it off.

Again, you can use the Format Painter to copy formatting to an entire row or column by selecting the row or column before you click the Format Painter button.

Advanced Tips and Tricks

Copying Formatting Between Different Excel Files

One of the lesser-known features of the Format Painter is that it can be used to copy formatting between different Excel files. Here’s how:

  1. Open both Excel files.
  2. In the first file, select the cell with the formatting you want to copy.
  3. Click the Format Painter button.
  4. Switch to the second file.
  5. Select the cell you want to apply the formatting to.

The formatting from the first file will be applied to the cell in the second file. This can be a real time-saver if you often work with multiple Excel files at once.

Using the Format Painter with the Keyboard

If you prefer using the keyboard to the mouse, you’ll be glad to know that you can use the Format Painter with keyboard shortcuts. On Windows, the shortcut is Ctrl+Shift+C to copy the formatting and Ctrl+Shift+V to apply it. On Mac, the shortcut is Command+Shift+C and Command+Shift+V, respectively.

Conclusion

The Format Painter is a powerful tool in Excel that can save you a lot of time and effort. Whether you’re working on a small spreadsheet or a large one, knowing how to use the Format Painter can make your work much easier. So the next time you find yourself manually applying the same formatting to multiple cells, remember the Format Painter. It’s there to make your life easier.