Please Note: This article is written for users of the following Microsoft Word versions: 2007 and 2010. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Navigating a Collection of Selected Items.
by Allen Wyatt
(last updated May 25, 2015)
One problem that Paul has come across is when he selects a series of different parts of the document and he wants to cycle through them, he can't find the way to do this. For example, sometimes Paul might select all of the instances of a particular type of style, such as Heading 2. If he wants to cycle through each of the selected instances, there is no way that he can discern.
There are several ways to select items in a document. One of the most common methods is to use Find and Replace to select all instances of, say, a particular word or phrase. These instances can be highlighted, but there is no way to step through them with the items still highlighted or selected; Word simply does not have that capability as part of Find and Replace.
Another common method for selecting items is to select instances of a style by using the Styles and Formatting pane. Click the down-arrow at the right of a style name (in the Styles and Formatting pane) and you can choose the Select All option. Word dutifully selects all instances of that particular style. Even though you can select them all, you still cannot cycle through the items that are selected.
It appears that the only solution in these instances is to scroll through the document, visually looking for anything selected or highlighted.
If you are using Word 2010, you can actually do this quite easily. When you do a search, the results of the search are shown in a pane at the left side of your document. Each occurrence of what you searched for is shown in the pane. You can easily navigate through the occurrences by clicking on them in the pane.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (9317) applies to Microsoft Word 2007 and 2010. You can find a version of this tip for the older menu interface of Word here: Navigating a Collection of Selected Items.
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