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The "Select All" or "Select Text with Similar Formatting" commands do not work as expected in Word

Article ID: 292084 - View products that this article applies to.

This article was previously published under Q292084

SYMPTOMS

When you select text that has a particular style applied, and then click either Select All in the Styles and Formatting task pane or Select Text with Similar Formatting on the shortcut menu that appears after you right-click the selected text, Microsoft Word selects all text containing that style, regardless of any additional formatting that may be applied to the text.

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CAUSE

This behavior is by design of Microsoft Word. Word selects all of the text in your document that contains the base style of the selected text. This behavior occurs because Word assumes that you want to make changes to all text in your document that contains this base style. Therefore, Word selects all of the text in your document that contains the base style, including text that has additional formatting applied over this style.

For example, when you select text that has the Heading 1 style applied, and then click Select All in the Styles and Formatting task pane, Word selects all of the text in your document that has the Heading 1 style applied -- including text that has additional formatting applied that uses alternate fonts, colors, indenting, bolding, italics, underlining, and so on.

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WORKAROUND

To work around this behavior, use one of the following methods.

Method 1: Select Each Text Instance by Holding Down CTRL

To make changes to multiple sections of text, hold down CTRL, and then select each section of text that you want to change. When you have done so, apply the formatting changes that you want.

NOTE: Word now allows you to make non-contiguous text selections.

For more information about selecting text, click Microsoft Word Help on the Help menu, type select text in the Office Assistant or the Answer Wizard, and then click Search to view the topics returned.

For additional information, click the article number below to view the article in the Microsoft Knowledge Base:

275969

(http://support.microsoft.com/kb/275969/EN-US/ )

WD2002: Cannot Select Non-Contiguous Text with the Keyboard

Method 2: Separately Select Text with Similar Formatting

To make changes to all text with similar formatting, select the first occurrence of the formatted text that you want to change. Then, use one of the following methods:

Right-click the selected text, and then click Select Text with Similar Formatting on the shortcut menu that appears.

-or-

In the Styles and Formatting task pane, click the Show box, and then click Formatting in use.

The format of the selected text should be selected in the Pick formatting to apply list.
Move the pointer over the selected item in the Pick formatting to apply list.
Click the arrow that appears to the right of the selected format, and then click Select All n Instance(s), where n indicates the number of instances the formatting occurs in the document.

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MORE INFORMATION

NOTE: When you select text that has a base style applied along with additional formatting, and you then click either Select All in the Styles and Formatting task pane or Select Text with Similar Formatting, Word selects only the text that includes that additional formatting.

For example, when you select text that has the Heading 1 style and the color red applied, and then click Select All in the Styles and Formatting task pane, Word selects all of the text in your document that has the Heading 1 style and the color red applied. Word does not select text in your document that has the Heading 1 style but does not have the color red applied.

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