Copy formatting in Excel by selecting the source cell, using Format Painter, and clicking the cells you want to match

Excel's Format Painter tool copies only the appearance of a cell — its color, font, borders, number format — without touching the data inside. This saves time when you want ten cells to look like one cell but hold different numbers or text. The tool sits in the Home tab and looks like a paintbrush.

The fastest route is three clicks: select the cell whose format you want to copy, click Format Painter once, then click the cell or drag across the cells where you want that format to land. If you need to paint multiple separate areas, double-click Format Painter instead of single-clicking, and it stays active until you press Escape.

Key Takeaways

  • Format Painter copies only appearance — font, color, borders, number format — and leaves the existing data untouched.
  • Single-click Format Painter to paint one area, then the tool turns off; double-click to paint multiple areas before pressing Escape.
  • You can paint a single cell's format onto a range by clicking Format Painter, then dragging across the cells you want to change.
  • Format Painter works on merged cells, conditional formatting, and number formats like currency or percentage.

The Format Painter button and where to find it

Format Painter lives in the Home tab of the ribbon, in the Clipboard group on the far left. It is the icon that looks like a paintbrush. If you use Excel on a phone or tablet, the button may be hidden under a menu — tap the three dots or "More" option in the Home tab to find it.

On a keyboard, you can also press Ctrl+Shift+C to copy format and Ctrl+Shift+V to paste it, though this method is less common and works differently than Format Painter. The paintbrush tool is usually faster for most people.

How to paint format onto a single cell

Click the cell whose format you want to copy. This is your source cell — the one that already looks the way you want other cells to look. Then click Format Painter once. Your cursor will change to a paintbrush.

Now click the cell where you want that format to land. The format applies when ready, and Format Painter turns off. If you click the wrong cell, you can undo with Ctrl+Z and try again.

How to paint format onto multiple cells at once

Select your source cell and click Format Painter once. Instead of clicking a single cell, drag your cursor across the range of cells you want to format. Release the mouse, and the format applies to all the cells you dragged across. Format Painter then turns off.

This works whether the cells are in a row, a column, or a rectangle. If the cells are not next to each other — for example, cells A1, A5, and A10 — you cannot drag across them. Instead, select your source cell, double-click Format Painter, click each separate cell one at a time, then press Escape when you are done.

Painting format to multiple separate areas

Double-click Format Painter instead of single-clicking. Your cursor becomes a paintbrush and stays that way. Now you can click or drag across as many different areas as you want. Each time you click or drag, the format applies, but the paintbrush stays active.

When you are finished painting all the areas you need, press Escape to turn off Format Painter. If you forget to press Escape and click somewhere else, the paintbrush will explore format to that cell too, so be careful where your cursor lands.

What format gets copied and what does not

Format Painter copies font name, font size, bold, italic, underline, font color, cell background color, borders, alignment, and number format (like currency, percentage, or date). It does not copy the cell's data, formulas, or comments.

If your source cell is formatted as currency with two decimal places, the target cells will become currency with two decimal places, but they will keep their own numbers. If your source cell has a blue background and white text, the target cells get the same colors. Conditional formatting — rules that change a cell's color based on its value — does copy over.

When Format Painter does not work the way you expect

If you select a merged cell as your source, Format Painter will try to merge the target cells too. If the target cells are already merged differently, Excel may refuse or behave unexpectedly. Unmerge the target cells first if you only want the color and font, not the merge.

Format Painter also cannot copy a format from one sheet to another sheet in the same workbook. You have to use the source cell on the same sheet where you want to paint. If you need to match a format from a different sheet, copy the source cell, go to the target sheet, right-click, choose Paste Special, click Formats, and click OK.

Frequently Asked Questions

Can I undo Format Painter if I paint the wrong cells?

Yes. Press Ctrl+Z when ready after painting, and the format reverts. If you painted multiple cells and only want to undo some of them, undo once to revert all of them, then use Format Painter again on just the cells you actually want.

Does Format Painter copy formulas?

No. Format Painter copies only appearance. If you need to copy both a formula and its format, select the source cell, press Ctrl+C to copy it normally, select the target cell, right-click, choose Paste Special, and click Formulas and Number Formats, then OK.

What if I want to copy format from a cell in a different Excel file?

Open both files side by side. Select the source cell in the first file, click Format Painter, then switch to the second file and click or drag across the target cells. Format Painter works across open files.

Can I save a format to use later on a different spreadsheet?

Not directly with Format Painter. Create a template file with the formats you use often, then open that file whenever you need those formats. Copy cells from the template, paste them into your new spreadsheet, delete the data, and keep the format.