When you want to copy and paste formatting from other sources, you need to use the Format Painter tool. The Format Painter lets you change the font, color, and alignment of text. You can also copy and paste text from images, videos, or tables. To use the Format Painter:
- Choose a source text or image.
- Click the Format Painter tool on the toolbar.
- In the main window, click on a field to start editing it.
- To copy or paste text from another source, click on one of the Copy or Paste buttons in the main window and then click on the destination text or image to select it for copying or pasting.
To keep your slideshow consistent, you may want to use the same formatting for fonts, images, and other slide elements. Rather than adjust every item each time, you can copy and paste formatting in PowerPoint in a few different ways.
We’ll show you three methods for copying and pasting formatting for easier slideshow development. As a result, you’ll have the flexibility to use the method that’s easiest for you or most convenient for the item you’re formatting at the time.
Apply the Format Painter
The first method for copying and pasting formatting is using the Format Painter. This handy tool is available in other Office applications too, such as Word and Excel.
RELATED: How to Use the Format Painter to Duplicate Formatting in PowerPoint
Apply the formatting you want to your text box, image, shape, or object. Then, select that item.
Go to the Home tab and the Clipboard section of the ribbon. Select the Format Painter button (a paintbrush).
You’ll see your cursor change to include a paintbrush.
Select the item you want to format like the first one. It will update immediately with the same formatting.
To use this method for only certain portions of text, drag through the text with the formatting you want to copy and then select the Format Painter button (paintbrush) again.
Again, you’ll see the paintbrush attached to your cursor. Drag through the portion of text you want to apply the formatting to.
You’ll then see the text formatting automatically update.
Use a Keyboard Shortcut
If you’re a fan of keyboard shortcuts in PowerPoint for getting things done quickly, you’ll be happy to know you can use shortcuts to copy and paste formatting too.
Apply the formatting to your slide element. Then, select that item and press Ctrl+Shift+C on Windows or Shift+Command+C on Mac.
Next, select the element you want to format the same way and press Ctrl+Shift+V on Windows or Shift+Command+V on Mac.
For specific text, do the same as using the Format Painter. Format the text, drag your cursor through it, and then use the copy format keyboard shortcut.
Drag through the text you want to format the same way, and then use the paste format keyboard shortcut.
Access the Pick Up and Apply Style Buttons
Maybe you plan to do a lot of copying and pasting of the formatting in your presentation. If so, we recommend adding the Pick Up and Apply Style buttons to your Quick Access Toolbar or your ribbon.
RELATED: How to Add New Buttons to the Microsoft Office Ribbon
Using these two buttons, you can pick up the formatting from one item and then apply it to another. A benefit of this method is that the style you pick up remains copied and available for you to apply to additional items. This is convenient for pasting the formatting to several elements or those on other slides.
The easiest spot to place the buttons is in the Quick Access Toolbar, which we’ll walk through next. But you can add them to a group in the ribbon if you prefer.
Select the drop-down arrow on the right side of the Quick Access Toolbar to open the menu. Pick “More Commands.”
When the PowerPoint Options window opens to the Quick Access Toolbar settings, select “All Commands” in the Choose Commands From drop-down menu.
Locate Pick Up Style in the list on the left and click “Add” to include it in the list on the right. Then, do the same for the Apply Style button. Select “OK” to save your changes.
When you return to your slideshow, you’ll see these buttons in the Quick Access Toolbar.
Format your first item and then select the Pick Up Style button (a pen with an arrow pointing up).
Select the item you want to format and click the Apply Style button (a pen with an arrow pointing down).
Your items will then have matching formatting.
For portions of text, use the buttons the same way. Drag through the text you want to copy the formatting from, click the Pick Up Style button, drag through the text you want to paste the formatting onto, and select the Apply Style button.
RELATED: How to Change an Entire Presentation’s Formatting in PowerPoint
When you want to create consistency in your presentation but need to format many elements identically, keep these methods in mind.
