Finding Text Using a Specific Highlighting Color

by Allen Wyatt
(last updated July 21, 2018)

2

Amir uses different highlighting colors throughout his documents. When he uses Find and Replace to find highlighted text, it treats all highlighting colors the same. Amir would like, specifically, to use Find and Replace to locate only text highlighted in yellow, having it ignore any other highlighting color used in the document.

Before getting into how to possibly do this, it is important to discuss terms for a moment. When using the term "highlighting color," some people think that is referring to the color applied to some particular text; it is not. Highlighting doesn't change the font's color. Highlighting is accomplished by using the Text Highlight Color tool, which is available in the Font group on the Home tab of the ribbon. (See Figure 1.)

Figure 1. Word allows you to highlight text using different colors.

When you use the Find and Replace dialog box, you can specify that you want to search for text that is highlighted. (Put the insertion point in the Find box, click Format, then click Highlight.) When you click on Find Next, Word selects the next highlighted text, regardless of the color used to highlight that text. In other words, you cannot specify that you only want to find text highlighted in yellow or blue or green or any other color; it is all treated the same.

We haven't been able to find any reliable way around this. Some information we've seen indicates that Word will only find whatever highlight color is specified in the Text Highlight Color tool, but this is not true. Other folks have indicated that if you select some highlighted text (that is highlighted with the color you want to find) before displaying the Find and Replace dialog box, only that highlight color will be found when you click Find Next. This, too, is not true. In all cases, Find Next will find any highlighted text, irrespective of color used for highlighting.

The only way around this is to use a macro to do the finding. VBA allows you to detect the color used to highlight text, which is why this approach will work. The following macro uses Find and Replace to do the finding, but then it checks to see what the HighlightColorIndex property is for what was found. If it is equal to wdYellow (an enumeration for the color yellow), then the text is selected and the macro is exited.

Sub FindNextYellow()
    With Selection.Find
        .ClearFormatting
        .Replacement.ClearFormatting
        .Text = ""
        .MatchWildcards = False
        .Forward = True
        .Wrap = wdFindContinue
        .Highlight = True
        Do
            .Execute
        Loop Until Selection.Range.HighlightColorIndex = wdYellow _
          Or Not .Found
        Selection.Range.Select
    End With
End Sub

You can search for different colors simply by changing the wdYellow enumeration to the enumeration for whatever color you want.

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 (13552) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, and Word in Office 365.

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

Self-Adjusting Column Widths

It is important to understand how column widths relate to the margins you may have set in your document. The reason is ...

Discover More

Word Won't Start Right

Sometimes it seems that no matter what you do, you can't display Word on your screen. If this is the case, it could be ...

Discover More

Passing a Data File Name via Command Line to a Macro

Using the command line to pass paramaters to a program is a common occurrence. Using the command line to pass parameters ...

Discover More

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!

More WordTips (ribbon)

Saving Find and Replace Operations

Want to repeat the same Find and Replace operation over and over again? Here are a couple of ways you can improve your ...

Discover More

Finding and Replacing Table Cell Color

The Find and Replace tool built into Word is quite powerful. It cannot do everything, however, as there are just some ...

Discover More

Applying Styles and Removing Characters using Find and Replace

The Find and Replace capabilities of Word are very powerful, allowing you to accomplish more than one task at a time. ...

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}] 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 0 + 4?

2018-12-17 11:25:25

Lucas

Hi Allen,
Thanks for the great tip.

I tried running your code and the problem is, if the given highlighted color I am searching for doesn't exist in the document, the code seems to search through the document 2 times and then goes into an infinite loop.

I tried setting .Wrap = wdFindStop but this doesn't seem to work with Selection.Find only Range.Find
I tried setting .Wrap = wdFindAsk and it does still prompt so the end of the document is being reached.

The Or Not .Found does not seem to be triggering either. It always remains =True.
I also tried using While .Found = True but that never turns to false either for some reason and continues to loop.

Can you please assist me with getting the .Find to exit once the end of the document is reached.

Thanks
Lucas


2018-12-17 06:43:26

Lucas

Hi Allen,
Thanks for the great tip.

I tried running your code and the problem is, if the given highlighted color I am searching for doesn't exist in the document, the code seems to search through the document 2 times and then goes into an infinite loop.

I tried setting .Wrap = wdFindStop but this doesn't seem to work with Selection.Find only Range.Find
I tried setting .Wrap = wdFindAsk and it does still prompt so the end of the document is being reached.

The Or Not .Found does not seem to be triggering either. It always remains =True.
I also tried using While .Found = True but that never turns to false either for some reason and continues to loop.

Can you please assist me with getting the .Find to exit once the end of the document is reached.

Thanks
Lucas


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.

Newest Tips
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.