Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, 2021, and Word in Microsoft 365. 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: Can't Select Style Instances.

Can't Select Style Instances

Written by Allen Wyatt (last updated July 22, 2023)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, 2021, and Word in Microsoft 365


Graham is having a problem with the Styles and Formatting task pane. In every document that he opens, Graham can see the styles in the Styles and Formatting task pane. If he clicks the down-arrow to the right of a style in the task pane, the top line is supposed to show the number of occurrences of that style in the document. However, for every style listed the line is always grayed out and says "Select All: Not Currently Used." Graham is wondering why Word won't show him the correct occurrences of styles like it should, nor allow him to select the option.

The answer lies in the configuration of Word. The feature that allows you to select all the instances of a style is controlled by a configuration setting in the program. Follow these steps:

  1. Display the Word Options dialog box. (In Word 2007 click the Office button and then click Word Options. In Word 2010 and later versions, display the File tab of the ribbon and then click Options.)
  2. Click the Advanced option at the left of the dialog box. (See Figure 1.)
  3. Figure 1. The Advanced option of the Word Options dialog box.

  4. In the Editing Options group, make sure the Keep Track of Formatting check box is selected.
  5. Click OK.

The Keep Track of Formatting check box is selected by default in Word. However, it is not unusual for the option to get turned off by experienced users. With the option turned on, Word keeps more rigorous track of variant styles, creating a new one each time you apply a paragraph style to a selection of individual characters instead of to an entire paragraph. (This has been discussed in other issues of WordTips.) What these users often do is turn the Keep Track of Formatting option back on when they want to use the Styles and Formatting task pane to select instances of defined styles, as Graham wants to do. When they are done working with the styles in that manner, they turn the option off again.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (10972) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, 2021, and Word in Microsoft 365. You can find a version of this tip for the older menu interface of Word here: Can't Select Style Instances.

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

Going to the Corners of a Selected Range

When you select a range of cells (particularly if it is a large range of cells), you may not be quite sure if you've ...

Discover More

Remembering Workbook Settings from Session to Session

You can spend a lot of time getting your workbook to look "just right." Wouldn't it be great if Excel was able to ...

Discover More

Stopping Row Breaking for Many Tables

Got a lot of tables you need to format all at once? While you could make your changes manually, a much quicker way is to ...

Discover More

Discover the Power of Microsoft Office This beginner-friendly guide reveals the expert tips and strategies you need to skyrocket your productivity and use Office 365 like a pro. Mastering software like Word, Excel, and PowerPoint is essential to be more efficient and advance your career. Simple lessons guide you through every step, providing the knowledge you need to get started. Check out Microsoft Office 365 For Beginners today!

More WordTips (ribbon)

Stepping Through Head Formats

You can use the shortcuts described in this tip to quickly change the heading levels of the headings in your document. ...

Discover More

Quickly Copying Styles

You can easily use regular editing techniques to copy styles from one document to another. Here's how to make quick work ...

Discover More

Unwanted Styles

Want to get rid of some styles in a document that you don't need any more? It can be a difficult thing to do, unless you ...

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 eight minus 8?

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.