Using the Format Painter with Editing Restrictions in Place

Written by Allen Wyatt (last updated December 12, 2020)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, and 2021


Sue has the dubious honor of developing and maintaining Word templates used in the development of documentation packages for her company's contracted clients. Many of their authors just don't seem to understand the impact of manual changes outside of the template confines, so Sue started using the Restrict Editing tools (in particular, the Limit Formatting to Permitted Styles option). This helpfully constrains their authors to the permitted styles only and removes manual change options by way of graying out the appropriate tools in the ribbon. Several authors use the Format Painter tool (in an acceptable fashion), but this is one of those tools that is grayed out when the restrictions are applied. Sue wonders if there is any way she can access this tool while maintaining the style restrictions.

There is no way to exempt the Format Painter tool from the editing restrictions that can be imposed by Word. You can, however, attempt to work around the restrictions by creating your own version of the Format Painter tool.

The Format Painter runs the built-in command CopyFormat that executes the code Selection.CopyFormat. If the icon is greyed out, the command itself cannot be run but the code from within the macro can still be executed in a user written macro. Similarly, the Paste Format icon runs the PasteFormat macro that executes the code Selection.PasteFormat.

Therefore, the solution is to create two macros to mimic the commands. The macros can then be placed on the Quick Access Toolbar or in a customized group on the ribbon.

Sub FormatPainterMimic()
    Selection.CopyFormat
End Sub
Sub PasteFormatMimic()
    Selection.PasteFormat
End Sub

Note:

If you would like to know how to use the macros described on this page (or on any other page on the WordTips sites), I've prepared a special page that includes helpful information. Click here to open that special page in a new browser tab.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (12990) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, and 2021.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Delay in Dialog Box Appearing

If your copy of Word seems to be slowing down a lot lately, it could be time to do some remedial work on your system. ...

Discover More

Copying from the Task Bar

When you select cells in a worksheet, there is a good chance that if you glance at the Task Bar, you'll see some ...

Discover More

Locking Table Contents

When you get information in your document "just right," you may want to make sure that others cannot change it. Here's a ...

Discover More

Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!

More WordTips (ribbon)

Automatic Blank Pages at the End of a Section

If you want to have a blank page at the end of a document section, you can insert one manually or you can use the ...

Discover More

Selective Formatting using Find and Replace

The Find and Replace tool in Word allows you to search for formatting and alter it in your replacement text. What it ...

Discover More

Setting a Precise Custom Paper Size

Word allows you to define your own custom paper sizes. It is possible, though, that those sizes may change on their own. ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is five less than 9?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.

Videos
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.