Format Painter: How to Copy Formatting in Excel

You will notice that your mouse pointer changes into a small paintbrush when you copy the formatting and turns off automatically after applying it.

Apply formatting to multiple cells

If you want to apply the same formatting to multiple cells, follow these steps:

• Select the source cell with the desired formatting.
• Double-click the Format Painter icon on the Home tab.
• Click or drag across multiple target cells to apply the same formatting.

To exit Format Painter mode, press Esc, click the Format Painter icon again, or click another tool on the ribbon.

Format Painter Keyboard Shortcuts in Excel

The Format Painter doesn’t have a single dedicated shortcut. However, you can use the following sequence of standard copy and paste.

If using Windows:

• Ctrl + C → copy the source cell
• Ctrl + Alt + V, then T, Enter → paste formats only (Format Painter equivalent)

Using these keys Alt → H → F → P → activates Format Painter so you can copy it to the required cell.

If you are on a Mac, use Cmd + C followed by Cmd + Ctrl + V to paste formatting only.

Shortcuts are always faster than the mouse when you’re working in large ranges, repeating the same formatting pattern.

Check out the Excel Shortcuts Cheat Sheet to learn how to improve productivity by learning the shortcuts for different Excel features.

What Formatting Does Format Painter Copy?

As I had stated earlier in the article, the Format Painter in Excel copies visible and structural formatting, including:

• Font and text formatting: font type, size, color, bold, italics, underline
• Cell fills and borders: background color, border styles, and thickness
• Number formats: currency, percentages, dates, decimals
• Alignment settings: horizontal/vertical alignment, text wrap, rotation

You may also notice some inconsistencies when copying between differently sized cells or merged ranges. The column width, row height, and conditional formatting are not always transferred as expected.

Using Format Painter Across Rows, Columns, and Sheets

The Format Painter in Excel is adaptive and works across rows and columns exactly the same as cells. You just select the formatted row or column, activate Format Painter, then click the target row or column header to apply.

You can also use Format Painter between worksheets in the same workbook. To do this, select the source cell, activate Format Painter, switch sheets, and apply the formatting.

Similarly, Format Painter works across different workbooks but only when both workbooks are open. However, some formatting, such as themes and fonts, may not transfer cleanly if the workbooks use different themes or styles.

Common Problems When Using Format Painter

Below are common issues I have run into when using Format Painter in Excel that you should be aware of:

• Formatting not copying as expected: Some elements, like column width, row height, or conditional formatting, may not transfer to the target cells, especially between different ranges or sheets.
• Format Painter overwriting unwanted styles: If you apply the Format Painter to a cell, it replaces all existing formatting, which can remove borders, fills, or number formats you wanted to keep.
• Confusion between formatting vs values: Format Painter always copies appearance only. So, if numbers or formulas stay the same, that’s expected behavior, not an error.
• Inconsistent results with merged cells: Merged ranges often produce uneven borders, alignment issues, or partial formatting when used as either the source or target.

I recommend checking out our Conditional Formatting in Google Sheets course to learn how to apply conditional formatting to validate data for getting quick insights.

When Not to Use Format Painter

While the Format Painter is convenient, below are scenarios when you should avoid using it:

• When styles or templates are better: If you’re formatting Excel Tables, headers, or reports repeatedly, Excel styles provide consistency and are easier to update globally.
• When pasting formats is more appropriate: Using Paste Special → Formats gives more control, especially when working with large ranges or using the keyboard.
• In large or structured spreadsheets: Using Format Painter heavily in tables, dashboards, or models can introduce inconsistent formatting that’s hard to trace or fix later.

Best Practices for Using Format Painter in Excel

Now that you have understood the don’ts of the Format Painter in Excel, here is a checklist to help you keep your workflow clean:

• Finalize your work first: Apply Format Painter after finalizing your formatting, not while layouts are still changing, to avoid repetitive work.
• Use double-click sparingly: While the “lock” feature is great, use this mode sparingly to avoid accidentally repainting unrelated cells.
• Combine with existing styles: Combine Format Painter with cell styles to maintain long-term consistency.
• Use “Undo” safety net: If the painter ruins your layout, hit Ctrl + Z immediately before continuing.

Conclusion

The Excel Format Painter is a fast and efficient way to copy formatting without recreating styles from scratch. It works best for small to medium formatting tasks, such as aligning the look of a few cells or ranges, rather than managing large-scale design changes. If you understand its limits, you’ll avoid frustration and keep your workflows smooth. Always think of the Format Painter as a precision tool for quick, consistent formatting, not a full styling system.

Now that you are ready to explore further, I recommend taking our Data Analysis in Excel course to advance your Excel skills. This course will help you master advanced analytics and propel your career. I also recommend taking our Intermediate Power Query in Excel course to learn about data transformation and using the M language for creating dynamic functions.