Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, and 2016. 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.
Written by Allen Wyatt (last updated September 12, 2019)
This tip applies to Word 2007, 2010, 2013, and 2016
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:
Figure 1. The Advanced option of the Word Options dialog box.
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, and 2016. You can find a version of this tip for the older menu interface of Word here: Can't Select Style Instances.
The First and Last Word on Word! Bestselling For Dummies author Dan Gookin puts his usual fun and friendly candor back to work to show you how to navigate Word 2013. Spend more time working and less time trying to figure it all out! Check out Word 2013 For Dummies today!
Do you want to demote all the headings in your document by one level? There are some great tools built into the program ...Discover More
Creating new styles in Word is a great way to ensure that your document has a uniform look. But what if you want to ...Discover More
When you apply styles to a paragraph, you may periodically see a message asking if you want to reapply the style or ...Discover More
FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
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.
Visit the WordTips channel on YouTube