How to Copy Text Format in Word Quickly and Practically

You may often feel bored when it comes to setting text formatting in your Word document. Especially if you have to change the text format in many different parts of the document. You must repeat the same steps to set the font type, font size, font color, font style, line spacing, text alignment, indent, paragraph spacing, and other attributes. This of course is very time-consuming and your effort.

Microsoft Word is one of the most popular word-processing software in the world. The software allows users to create text documents, format text, and add images.

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Text formatting is a way to change the appearance of text, such as font size, color, and style. Text formatting can be used to make text documents more attractive and easier to read.

However, did you know that there is a way to copy text formatting in Word quickly and practically? In this way, you don’t have to set the text format every time you want to change it in another part of the document. You just need to copy the text formatting of the part that already has the format you want and apply it to another part easily and quickly.

This way to copy text formatting in Word is very useful to make your Word document look more consistent and professional. By copying text formatting, you can ensure that all parts of your document have the same look and organization. This can improve the readability and credibility of your documents.

What is text formatting?

Before we discuss how to copy text formatting in Word, it’s good that we first understand what text formatting is. A text format is a set of attributes or properties that define the appearance and arrangement of text in a Word document. Text formatting can include things like:

  • Font type (e.g., Arial, Times New Roman, Calibri)
  • Font size (e.g. 10 pt, 12 pt, 14 pt)
  • Font color (e.g., black, red, blue)
  • Font style (e.g., normal, italic, bold)
  • Emphases (e.g., underline, strikethrough, top line)
  • Line spacing (e.g., single, 1.5 rows, double)
  • Align text (e.g., left, right, center, right-left alignment)
  • Indent (e.g., left indent, right indent, hanging indent)
  • Spaces before and after paragraphs (e.g., 0 pt, 6 pt, 12 pt)
  • Page numbers (e.g., 1, 2, 3)
  • Line number (e.g., 1., 2., 3.)
  • Numbering or bullets (e.g., a., b., c. or i., ii., iii.)
  • Heading level (e.g., Heading 1, Heading 2, Heading 3)

Text formatting can be applied to the entire document or specific sections only. You can see the text formatting applied to selected text by looking at the Font group and the Paragraph group on the home tab of the Ribbon. You can also view the text formatting applied to selected text by using the Reveal Formatting tool. This tool can be accessed by pressing (Shift+F1) on the keyboard or by clicking the Reveal Formatting button in the Styles panel.

Why is it necessary to copy text formatting?

Copying text formatting is one way to make your Word document look more consistent and professional. By copying text formatting, you can ensure that all parts of your document have the same look and organization. This can improve the readability and credibility of your documents.

In addition, copying text formatting can also save you time and effort in setting text formatting. You don’t have to repeat the same steps to set text formatting every time you want to change it in another part of the document. You just need to copy the text formatting of the part that already has the format you want and apply it to another part easily and quickly.

How to Copy Text Format in Word

Then, how to copy text formatting in Word quickly and practically? There are several ways you can use it, but in this article, we will discuss the three main ways that are the most common and easy to use, namely:

We will also provide some tips and tricks to copy text formatting in Word more efficiently and effectively. By following this guide, you can save your time and effort in making your Word documents look better.

Copy Text Format Using the Format Painter Tool

The Format Painter tool is one of the easiest ways to copy text formatting in Word. This tool is in the “Clipboard” group on the “Home” tab of the Ribbon. This tool has a paintbrush icon image that you can use to paint the text format from one section to another. Here are the steps to use the tool “Format Painter” :

  1. Select the text that has the formatting that you want to copy.
  2. Click “Format Painter” on the “Home” tab. The cursor will change to a paintbrush.
  3. Click or drag the cursor over the text that you want to apply formatting to. The text will take the formatting from the previously selected text.
  4. Repeat step 3 to copy the formatting to another section if needed. The tool “Format Painter” will remain active until you disable it.
  5. To disable the “Format Painter” tool, click the tool again or press the “Esc” key on your keyboard.

You can also use the Format Painter tool to copy formatting to multiple parts at once by double-clicking the tool after selecting the source text. This way, you don’t have to click on the tool every time you want to copy the format to another section. To disable this mode, click the tool once or press the Esc key on your keyboard.

Copy Text Format Using Keyboard Shortcuts (Ctrl+Shift+C) and (Ctrl+Shift+V)

If you prefer to use a keyboard instead of a mouse, you can use keyboard shortcuts (Ctrl+Shift+C) and (Ctrl+Shift+V) to copy text formatting in Word. These shortcuts are similar to shortcuts (CTRL+C) and (Ctrl+V) for copying and pasting content but only work for text formatting. Here are the steps to use these keyboard shortcuts:

  1. Select the text that has the formatting that you want to copy.
  2. Press (Ctrl+Shift+C) simultaneously on the keyboard. This will copy the text formatting to the clipboard.
  3. Select the text that you want to apply formatting to.
  4. Press (Ctrl+Shift+V) simultaneously on the keyboard. This will paste the text format from the clipboard into the selected text.

You can repeat steps 3 and 4 to copy the formatting to another section if needed. The text format will remain on the clipboard until you copy another format or close the document.

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Copy text formatting using keyboard shortcuts (Ctrl+Spacebar)

Another keyboard shortcut you can use to copy text formatting in Word is (Ctrl+Spacebar). This shortcut serves to remove all text formatting from selected text and return it to the default format. However, you can also use it to copy text formatting in the following ways:

  1. Select the text that has the formatting that you want to copy.
  2. Press (Ctrl+C) simultaneously on the keyboard. This will copy the text along with its formatting to the clipboard.
  3. Select the text that you want to apply formatting to.
  4. Press (Ctrl+Spacebar) simultaneously on the keyboard. This will remove all text formatting from the selected text.
  5. Press (Ctrl+V) simultaneously on the keyboard. This will paste the text from the clipboard along with its formatting into the selected text.

You can repeat steps 3, 4, and 5 to copy the formatting to another section if needed. The text and its formatting remain on the clipboard until you copy other content or close the document.

Tips and Tricks to Copy Text Format in Word

In addition to using the three main ways that we have described above, there are some other tips and tricks that you can use to copy text formatting in Word more efficiently and effectively. Here are some of them:

  • You can copy text formatting from one document to another by opening both documents simultaneously and using one of the methods we have described above. Make sure you select the correct document window before copying or pasting text formatting.
  • You can copy text formatting from one object to another, such as a picture, shape, table, or text box. The method is the same as copying the text format from text to text, namely by using the Format Painter tool or keyboard shortcuts (Ctrl+Shift+C) and (Ctrl+Shift+V). Make sure you select the right object before copying or pasting its formatting.
  • You can copy text formatting from one heading level to another by right-clicking on the heading level you want to copy formatting to in the Navigation pane. Then, select the option “Copy Heading Style”. Next, right-click on the heading level to which you want to apply the format on the “Navigation” panel. Then, select the option “Paste Heading Style”.
  • You can copy text formatting from one style to another by right-clicking on the style you want to copy the format from in the “Styles” panel. Then, select the “Modify” option. Next, click on the “Format” button at the bottom of the “Modify Style e” window and select the “Style” option. Then, select the style you want to apply the format to from the “Style based on” list and click OK.
  • You can copy text formatting from one template to another by opening the template you want to copy the formatting to. Then, click on the “File” tab and select the “Save As” option. Next, select a save location and change the file type to “Word Template (*.dotx)”. Then, name the new template file and click Save. Next, open the new template you have saved click on the “File” tab, and select the “Options” option. Then, click “Advanced” and scroll down until you find the option “Preserve fidelity when sharing this document”. Check the option “Embed fonts in the file” and click OK.

Conclusion

Using one of the three main ways we have described above; you can copy text formatting in Word quickly and practically. This way, you can make your Word documents look neater, professional, and consistent without having to spend a lot of time and effort. You can also use some tips and tricks we have given you to copy text formatting in Word more efficiently and effectively. Good luck!

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