How to Format SQL in SSMS (SQL Server Management Studio)

1. Built-in SSMS SQL Formatter (Keyboard Shortcuts)

SSMS ships with a basic built-in SQL formatter that handles indentation and keyword capitalization. This is the quickest way to format SQL in SSMS without installing anything.

Default Keyboard Shortcuts

• Ctrl+K, Ctrl+D — Format the entire document (all SQL in the current query window)
• Ctrl+K, Ctrl+F — Format only the selected text (highlight a block of SQL first)

To use these, open a query window in SSMS, write or paste your T-SQL, then press the shortcut. SSMS immediately reformats the keywords to uppercase and adjusts indentation.

How to Customize SSMS Formatting Shortcuts

If the default shortcuts conflict with other tools you use:

1. Go to Tools > Options > Environment > Keyboard
2. Search for Edit.FormatDocument or Edit.FormatSelection
3. Assign your preferred key combination

Note: The built-in SSMS formatter is intentionally simple. It capitalizes keywords and adds indentation but does not offer options like custom spacing, alignment, or formatting-specific SQL constructs (such as CTEs or window functions) the way a dedicated SQL beautifier does.

2. Third-Party SSMS SQL Formatting Add-Ins

For professional T-SQL formatting with full control over styles, third-party SSMS add-ins are the next step. These tools integrate directly into SSMS and format your SQL with a single click or shortcut.

Popular SSMS SQL Formatting Tools

• ApexSQL Refactor — Free add-in with extensive formatting options, including custom layouts, indentation rules, and keyword casing control
• SQL Complete (Devart) — Paid tool with a rich SQL formatter, code completion, and refactoring features
• Redgate SQL Prompt — Industry-standard SQL formatting and intellisense for SSMS. Offers customizable formatting styles
• Poor Man's T-SQL Formatter — Free, open-source SSMS add-in with basic but reliable T-SQL formatting

Most of these tools add a new toolbar or menu item in SSMS under a "Format SQL" or "Refactor" heading. Once installed, you can format your queries with minimal friction — often with keyboard shortcuts you define.

3. Paste-as-Format in SSMS

SSMS includes a lesser-known "Paste as Format" feature. When you paste code from the clipboard, SSMS can format it automatically:

1. Copy your T-SQL from any source (another editor, a log file, an email, etc.)
2. Right-click inside the SSMS query window you want to paste into
3. Select Paste > Paste as Format (or press Ctrl+Shift+V)

This reformats the pasted SQL immediately using SSMS's built-in formatter. It is especially useful when you grab T-SQL snippets from email, documentation, or web pages where the formatting is inconsistent.

4. Using an Online SQL Formatter for T-SQL

When you are not running SSMS — for example, you are reading a query in a browser, Slack, or a blog post — a free online SQL formatter is the fastest way to format T-SQL. Our online formatter supports the T-SQL dialect natively.

The online formatter supports all T-SQL features: CTEs (WITH clauses), window functions, MERGE statements, TRY...CATCH blocks, dynamic SQL, and more. Just paste your T-SQL into the input box, select "T-SQL" as the dialect, and the formatter handles the rest.

When to Use an Online Formatter vs. SSMS Built-in

• Use SSMS built-in: When you are already in SSMS and need a quick reformat
• Use a third-party add-in: When you format T-SQL daily and want consistent team styles
• Use an online formatter: When you are not in SSMS, are on another machine, or want to share a clean version of a query with someone

5. Tips for Clean T-SQL Formatting

Regardless of which tool you use to format SQL in SSMS, these best practices keep your queries readable and maintainable.

Use Consistent Keyword Casing

SELECT, FROM, WHERE, JOIN, GROUP BY, ORDER BY should use the same case throughout your codebase. Upper case for keywords is the industry standard.

Align Columns in SELECT Statements

When you have multiple columns in a SELECT, put each column on its own line with consistent indentation:

SELECT
    u.UserID,
    u.UserName,
    u.Email,
    o.OrderID,
    o.OrderTotal
FROM dbo.Users u
    INNER JOIN dbo.Orders o
        ON u.UserID = o.UserID
WHERE o.OrderDate >= '2026-01-01'
    AND o.Status = 'Shipped'
ORDER BY o.OrderDate DESC;

Structure CTEs and Subqueries Clearly

CTEs (WITH clauses) should show the structure at a glance. Each CTE on its own line, followed by the main query distinctly separated:

WITH RecentOrders AS (
    SELECT
        UserID,
        COUNT(*) AS OrderCount,
        MAX(OrderDate) AS LastOrderDate
    FROM dbo.Orders
    WHERE OrderDate >= DATEADD(month, -3, GETDATE())
    GROUP BY UserID
)
SELECT
    u.UserName,
    ro.OrderCount,
    ro.LastOrderDate
FROM dbo.Users u
    INNER JOIN RecentOrders ro
        ON u.UserID = ro.UserID
ORDER BY ro.OrderCount DESC;

Pro tip: If you inherit legacy T-SQL that is poorly formatted, paste it into the free online SQL formatter with T-SQL dialect selected. Watch as the entire query transforms into a readable structure.

6. FAQ — Format SQL in SSMS