Can't Select Style Instances

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. (Click here to see a related figure.)
3. Make sure the Keep Track of Formatting check box is selected.
4. Click OK.

If you are using Word 2007, the steps to find the controlling check box are a little different:

1. Click the Office Button in the upper-left corner of the program window.
2. Click Word Options. Word displays the Word Options dialog box.
3. Click the Advanced option at the left of the dialog box. (Click here to see a related figure.)
4. In the Editing Options group, 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.