Weekly Computer Tip # 401
16 August 2013


How to find (and replace) highlighted text (Word 2007-2013)

I'm pretty sure that anybody who uses Word knows about the Find (and Replace) feature to find text in a document and/or to replace it with other text. But did you know you can use it to find and replace special formatting? For example, I often highlight text I still want to have a think about. But rather than scrolling through the whole document to find the highlighted text, I use Word's Find functionality.

Here's how:

  1. Make sure that the insertion point is located at the beginning of the document. (CTRL + Home anyone?)
  2. In Word 2007 press CTRL + F. In Word 2010 and beyond: expand the Find button in the Editing group on the Home tab and select Advanced Find. (If I were you I would immediately right-click this option and stick it on your Quick Access Toolbar. Boy, do I miss the "old" CTRL+F!)
  3. Click on the More button.
  4. Click on the Format button and select Highlight.
  5. Click on the Find Next button. Continue clicking on the Find Next button until the search is finished.
  6. Click on the OK button in the message box that appears.

If you don't just want to find highlighted text, but want to remove all highlights:

  1. Make sure that the insertion point is located at the beginning of the document. (CTRL+Home anyone?)
  2. Click on the Replace button in the Editing group on the Home tab. (Or press CTRL+H.)
  3. Click on the More button.
  4. Click on the Format button and select Highlight.
  5. Click in the Replace with box.
  6. Click on the Format button and select Highlight.
  7. Click on the Format button once more and select Highlight to turn the search into Not Highlight.
  8. Click on the Replace All button.
  9. Click OK, followed by Close.

This feature can also be used to find and replace special characters, such as page breaks. Give a shout if you need any help.

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