Please Note: This article is written for users of the following Microsoft Word versions: 2002 and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Can't Select Style Instances.

Can't Select Style Instances

by Allen Wyatt
(last updated November 20, 2015)

2

Graham is having a problem with the Styles and Formatting task pane in Word 2003. 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, and 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 if you are using Word 2002 or Word 2003:

  1. Choose Options from the Tools menu. Word displays the Options dialog box.
  2. Make sure the Edit tab is selected. (See Figure 1.)
  3. Figure 1. The Edit tab of the Options dialog box.

  4. 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. It is not unusual for the option to get turned off by experienced users, however. The reason is that 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 do, however, 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 back off.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (419) applies to Microsoft Word 2002 and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) 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

Animated Menus

The menus used in Excel can be animated in several different ways. All it takes is a quick change to the Excel options.

Discover More

Jumping to the Start or End of a Document

When creating macros, it is often necessary to move the insertion point around the document so that text can be processed in ...

Discover More

Outstanding Macro Function Reference

Looking for a great reference that you can use to help figure out the various worksheet functions available in Excel? Here's ...

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 2013 (Word, Excel, PowerPoint, Outlook, and Access) with VBA programming, using it for writing macros, automating Office applications, and creating custom applications. Check out Mastering VBA for Office 2013 today!

More WordTips (menu)

Applying Styles in Word 2002 and Word 2003

How to apply styles to your document elements.

Discover More

Duplicating Styles without Dependency

Creating new styles in Word is a great way to ensure that your document has a uniform look. But what if you want to create a ...

Discover More

Developing Style Families

Styles, as implemented in Word, represent a powerful way to help you easily standardize your formatting tasks. When creating ...

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 nine more than 9?

2015-11-28 11:02:35

JMJ

Thank You Allen!
As always, your advice is extremely useful :it solved an obnoxious problem I had for a while! The darn check has been removed by mistake (probably because its usefulness was far from being obvious...)
Kind regards,
JM


2013-05-21 17:16:19

Kelly B

Thank you for this tip! Works for Word 2010 too, with a few adjustments for changes in menus/tabs. This has been bugging me for so long -- I NEED my style stats.

You are a hero among writers!


This Site

Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon 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.