MS word
Explainers

How To Apply Repeated Formatting Steps to Documents on Microsoft Word

Master Styles & Formatting for Efficiency

11views

Top Findings:

  • The Quick Part feature can help to save an address and insert it into letters and memos without retyping making repeated formatting of documents on Microsoft Word easy.
  • You can apply themes to documents to ensure all headings, tables, or charts are consistent in color scheme and font.
  • To quickly copy formatting from one section of the document to another, use the Format Painter tool.

Method 1: Create and Apply Custom Paragraph and Character Styles

1.1. Use the Update to Match Selection Feature

The “Update to Match Selection” feature in Microsoft Word is useful for updating formatting. It’s helpful when you want consistent formatting throughout your document, need to quickly apply the same formatting to multiple paragraphs, or when you’ve made changes to a style and want to update all instances of that style.

Use the following steps to complete this solution:

  1. Highlight a sample of the text you want to style, e.g., set a text as Heading 1.
    Repeated Formatting Documents on Microsoft Word: Highlight text
  2. On the Home ribbon, apply all the styles you want to use for that text, including font size, font color. text alignment, etc. I am applying a Heading 1 style to the document in focus.
    Apply style for Repeated Formatting of Documents on Microsoft Word
  3. After applying all the styles you want, right-click the appropriate style in the Styles pane and select the Update option.
  4. Using our sample document with Heading 1 as an example, the option to select is Update Heading 1 to Match Selection.
    Repeated Formatting Documents on Microsoft Word: Update heading 1 to match style
  5. Once done, you may update any other text to match that selection by selecting it and simply clicking the style.
    click to apply style

1.2. Use the Modify Style Dialog Box

You can adjust a style directly in the Styles group in the Home ribbon without using the text in your document. The Modify Style Dialog Box is a valuable tool for making global formatting changes to styles in your Word document, such as changing the font style of all headings at once.

  1. Right-click any of the styles in the Styles group on the Home tab and select Modify.
    Modify
  2. When the Modify Style dialog box opens, make changes to the styles you want in the Formatting section.
  3. Then, select whether the modification(s) you made applies to just the current document for immediate use only or to new uncreated documents too.
  4. For future documents, select the New documents based on this template option. Click OK.
    Modify styles box
  5. Finally, apply the styles anytime you want by selecting the text and simply clicking the created style.

1.3. Create a New Style

You can create a new style that you add to the Styles gallery. Creating a new style in can save time and effort by avoiding repetitive formatting, ensuring consistency, simplifying modifications, applying complex formatting easily, and improving accessibility for visually impaired users.

The following steps will help you complete this solution:

  1. Expand the style group.
    Expand styles
  2. Then, select Create a Style from the list of options.
    Create a style to apply Repeated Formatting to Documents on Microsoft Word:
  3. When the Create New Style from Formatting dialog opens, enter the style name and click the Modify button.
    Name the style and modify
  4. Once the Create New Style from Formatting dialog box opens, make changes to the styles you want in the Formatting section.
  5. Then, select whether the modification(s) you made applies to just the current document for immediate use only or to new uncreated documents too.
  6. To apply to future documents, select New documents based on this template.
    Repeated Formatting of Documents on Microsoft Word: Set style and click ok
  7. Finally, apply the styles anytime you want by simply clicking the created style.
    Repeated Formatting of Documents on Microsoft Word: Apply style

Method 2: Do Repeated Formatting on Microsoft Word Documents Using Format Painter

Use Format Painter to effortlessly apply consistent formatting, including color, font style and size, and border style to multiple text or graphics. This tool allows you to replicate all the formatting from one object and apply it to another, much like copying and pasting, but for formatting.

The following steps will guide you:

  1. Highlight the text or select the graphic that having the formatting that you intend to copy.
  2. Then, select Format Painter in the Clipboard group on the Home ribbon. 
    Repeated Formatting of Documents on Microsoft Word: Format Painter
  3. The cursor should change to a paintbrush icon.
    Paintbrush
  4. Afterward, paint over a selection of text or graphics to apply the formatting from earlier.
  5. Note that this works just once.
  6. For multiple selection, double-click Format Painter.
  7. While the cursor doesn’t change to a paintbrush, apply formatting once and paste it repeatedly in Word, regardless of the cursor appearance.
  8. Press the Esc key to stop the formatting.

Method 3: Use Templates with Predefined Formatting and Styles

Consider using templates with predefined formatting and styles when creating similar documents repeatedly. This method saves you time and effort by eliminating the need to reformat each document from scratch. The following steps will guide you:

  1. Go to File and click New.
  2. Then, click the Search bar and enter the template type you want to use.
    search for template
  3. Once found, click the template and select Create.
    Repeated Formatting Documents on Microsoft Word: Create template
  4. Now, edit the template with your own information.
    Repeated Formatting Documents on Microsoft Word: Edit template
  5. Save the file once completed.

Method 4: Use Macros for Repeated Formatting of Documents on Microsoft Word

Macros are ideal for repetitive tasks and consistent formatting but may be excessive for simple tasks. Try using styles, format painter, or templates first. Macros excel at performing complex repeated formatting steps in documents, ensuring the formatting is applied exactly the same way every time in Microsoft Word.

The following steps will guide you:

  1. In the document, open the View ribbon, click the arrow below the Macros option, then click the Record Macro option.
    Record macro to do repeated Formatting of Documents on Microsoft Word
  2. When the Macro dialog opens, enter Macro name, and select All Documents (Normal.dotm) in the Macro stores in dialog box to use it in any document and click OK.
  3. If you want to use button or keyboard shortcuts, don’t click OK yet.
    Record Macros dialog
  4. Click Button or Keyboard, then complete the setting, click OK for button or Assign and Close for keyboard.
    customize macro keyboard
  5. Once completed, you may begin to record your macros. Macros records the formatting steps and not the time and you will see a cassette tape icon on the cursor to show recording is on.
    Macro icon
  6. After you completing the recording, navigate to the View ribbon and select Stop Recording.
    stop recording macro
  7. To apply the macros in any document, open the View ribbon, click the View Macros button, select the macros you want to apply, and click Run.
    run macro

Method 5: Apply a Theme to Fix Repeated Formatting of Documents on Microsoft Word

Apply a theme in MS Word when formatting consistency is vital, helping you avoid repetitive adjustments to fonts, colors, and styles throughout your document. Themes offer a quick and cohesive formatting solution. The following steps will guide you:

  1. Begin by specifying the headings and titles in the document as necessary.
    specify headings
  2. Afterward, open the Design ribbon and click Themes in the Document Formatting group.
  3. Then, hover over a theme with your mouse to see a live preview of its appearance on the document when applied before committing.
  4. Once you find a desired theme, click it to apply its style to your document.
    Select themes

Method 6: Save Frequently Used Text Snippets as Quick Parts

Consider Quick Parts for frequently used text snippets when inserting them multiple times with consistent formatting is necessary (e.g., addresses, disclaimers, company mottos). It saves time and ensures exactness compared to manual repeated formatting of documents on Microsoft Word. Follow the steps below:

  1. Highlight a part of your document you intend to save to the gallery.
  2. Then, open the Insert ribbon, click Quick Parts in the Text group.
    Quick parts in insert ribbon for Repeated Formatting of Documents on Microsoft Word
  3. Click Save Selection to Quick Part Gallery.
    Save selection to quick parts to do Repeated Formatting of Documents on Microsoft Word
  4. Once the dialog box appears, change the name and add a description as desired, then click OK.
    Repeated Formatting Documents on Microsoft Word: Name quick parts
  5. To use the selection in a document, place your cursor in the position you intend to insert a selection from the Quick Parts Gallery.
  6. Then, open the Insert ribbon, click Quick Parts in the Text group, and click the saved selection you want to reuse.
    Repeated Formatting Documents on Microsoft Word: Enter quick parts into documents

Leave a Response

Richard Omachona
Richard is a techie in providing fixes and solutions for computer issues of various kinds. Among his contemporaries, he is a preferred choice. His experiences are vast in Windows operating systems, and several other skills in programming such as Python, Web Frontend designing implementing at industry standards, best practices in HTML, CSS and JavaScript. and basics in Web Backend. He also loves traveling, gaming and music.