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Microsoft Word 2010 : Copying Formatting, Working with Lists

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1/12/2013 11:26:38 AM

1. Copying Formatting

IF YOU SPEND several minutes setting up just the right text and paragraph formatting, and you know you’ll need the same formatting several more times in your document, you don’t want to have to remember all your settings and repeat them over and over again. Instead, you can copy formatting from one area to others by using the Format Painter tool. Follow these easy steps to copy formatting:

  1. Select some of the text containing the formatting you want to use elsewhere. Your selection could include just a few characters or an entire paragraph.

  2. Choose Home > Clipboard > Format Painter. Your mouse pointer changes to the shape of a paintbrush.

  3. Press and hold the mouse button and drag over the text you want formatted.

  4. Release the mouse button. Notice, as shown in Figure 1, how the next heading takes on the formatting attributes of the first heading.

Figure 1. Save formatting time by using the Format Painter tool.


To keep the Format Painter function active for repeated use, double-click the Format Painter button. When you finish using the Format Painter function, click the Format Painter button again, which turns it off.

2. Working with Lists

YOU CAN USE BULLETS or numbers to call attention to lists in your documents. Traditionally, you use bullets when the list items do not follow any particular order (such as a list of options), and you use numbers when you want the items to follow each other in numerical order . Select the text for which you want to add bullets or numbers. Then choose Home > Paragraph and click either the Bullets button or the Numbering button. Both items have a drop-down arrow from which you can select a bullet or number style (see Figure 2). You can preview the options with Live Preview by hovering your mouse over any option before selecting.

Figure 2. Grab readers’ attention by using bullets or numbering.

Bullets vs. Numbering

If you choose bullets and then decide you want numbering, or vice versa, select the text, and then choose the other option. If you decide you don’t want a bulleted or numbered list, select the text and click the Bullets or Numbering button again, which removes the selected option.

If you have not already typed your list, Word monitors your keystrokes and, depending on what you type, automatically converts a list to a bulleted or numbered list. If you type a 1 followed by a period and then either a space or tab, Word automatically converts the item to a numbered list. If you type an asterisk (*) followed by a space or a tab, Word automatically changes the asterisk into a bullet. When you finish typing and press the Enter key, Word creates the next numbered item or adds another bullet.


Other features Word monitors and automatically changes include changing fractions to fractional characters like 1/2 to ½ or applying ordinals, such as changing 1st to 1st.

When Word formats the entry as a list, you see an AutoCorrect Options button next to the bullet or number (see Figure 3). If you don’t want Word to change the list formatting, click the AutoCorrect Options button and choose Undo Automatic Numbering or Undo Automatic Bullets.

Figure 3. Word’s AutoFormat as You Type feature.

Disable Automatic Settings

To permanently turn off the automatic numbering or bullet formatting, choose File tab > Word Options. In the Proofing section, click AutoCorrect Options. Click the AutoFormat As You Type tab and turn off Automatic Bulleted Lists and Automatic Numbering.

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