As a Microsoft 365 Office provider and Managed Service Provider specialising in Managed IT Support, Neuways offers practical tips to help you make the most of Microsoft Word. Highlighting specific text or repeated phrases is a handy feature that can save time and enhance efficiency when editing or reviewing documents. This guide walks you through simple methods to achieve this using Microsoft Word’s built-in tools.
Why Highlight Text in Microsoft Word?
Highlighting text is an effective way to draw attention to specific words, phrases, or recurring terms. Rather than manually searching for and marking every instance, Microsoft Word offers tools like Find & Replace and Find to streamline the process.
What is the Shortcut to Highlight Specific Words?
The keyboard shortcuts are:
- Ctrl + H for Windows users
- Command + F for Mac users
How to Highlight Text Using Find & Replace
- Open the Find & Replace menu by pressing the shortcut or selecting it from the Home tab.
- In the Find field, enter the word or phrase you want to highlight.
- Click Find Next to highlight each instance in your document.
Highlights will remain until you remove them manually or apply new highlights. However, be aware of these limitations:
- Applying new highlights removes previous highlights.
- Removing a highlight from one instance will remove it from all.
How to Highlight Text Using Find
The Find feature also allows you to locate and highlight recurring text. Here’s how:
- Press Ctrl + F or click Find in the Editing group to open the Navigation pane.
- Select Options and enable the Highlight All setting.
- Enter the desired word or phrase in the text control box and press Enter to highlight all instances.
Note: When using this method, closing the Navigation pane removes the highlights.
Highlighting Text in Word for the Web
In Microsoft Word for the web, you can use similar shortcuts:
- Ctrl + H for Windows or Command + F for Mac opens the Find sidebar.
Type the word or phrase you want to highlight in the search box. Advanced options, such as matching cases or highlighting whole words only, are available in the settings.
Identifying and Replacing Duplicate Words
Easily replace duplicate words using the Replace function:
- Open the Find & Replace menu.
- Enter the duplicate word in the Find field and the replacement word in the Replace field.
- Click Replace All to make changes throughout the document or Replace to update specific instances.
Boost Productivity with Microsoft 365
With tools like these, managing documents becomes seamless. If you need help maximising your Microsoft 365 suite or require Managed IT Support, Neuways is here to assist.
For more Microsoft Word tips and insights, visit our website or contact us today!
