Word: Show styles in useJune 10, 2010
Here’s a trick you might find useful, especially if you’re trying to identify where (and if) certain styles listed in the Styles pane have been used in the document.
You click the drop-down arrow next to a style’s name in the Styles pane and see a grayed out Select All: Not Currently Used. You’re baffled as you KNOW that the style is used in the document!
So how do you get Word to display the number of uses and not the grayed out text?
It’s easy — when you know how. The Keep track of formatting option determines whether anything displays here or not. If this option is off, then the usage doesn’t display; if it’s turned on, then it does.
(Both examples above are from Word 2003; Word 2007 looks very similar.)
To find the Keep track of formatting option so you can turn it on or off:
- Word 2003: Go to Tools > Options > Edit tab.
- Word 2007: Click the Office button, then Word Options. Go to Advanced > Editing options section.
Personally, I make sure Keep track of formatting is turned off in all my documents, probably as a hangover from earlier Word days when styles got ‘char char char char’ added to them when it was turned on. So, if you’re like me, turn it on to check the usage instances, then remember to turn it off again when you’re done. In Word 2003, in particular, leaving it turned on will make your Styles list really long if authors have added any character formatting to a paragraph.