Formatting Issues

How to Select All Text with Similar Formatting in Word for Microsoft 365

Olivia Miller Oct 16, 2026 871 views

Question details

Find the specific command to select multiple text fragments that share the same direct formatting in Word for Microsoft 365.

How to Select All Text with Similar Formatting in Word for Microsoft 365

Product: Word for Microsoft 365
Device & OS: not provided
Scenario: The user wants to mass-select paragraphs or text segments that have identical direct formatting so they can apply a uniform heading style or other formatting changes simultaneously.
Observed behavior: The traditional Select All Text with Similar Formatting command is difficult to locate on the newer Microsoft 365 ribbon interface, and selecting text via the Styles pane yields different results.

Before you start

Make sure your cursor is placed directly inside a paragraph or text segment that contains the exact formatting you want to find and select throughout the rest of the document.

Solution 1Recommended

Use the Select Menu on the Home Tab

This is the primary and recommended method to access the hidden formatting selection tool on the main ribbon.

The command has been grouped under the Editing section in newer versions of Word. It specifically targets direct formatting overrides rather than predefined styles.

Navigate to the Home tab

Click on the Home tab located at the top left of the Word ribbon.

Open the Select drop-down menu

Look for the Editing group on the far right side of the Home ribbon, and click on the Select option to reveal a drop-down menu.

Choose the similar formatting command

Click on 'Select All Text with Similar Formatting'. Word will instantly highlight all paragraphs or text segments in the document that share the exact same formatting attributes.

Quick Formatting Update: Once the text is highlighted, clicking on any Style in your Styles gallery will instantly apply that style to all the selected text at once.

Solution 2

Select Similar Formatting via the Styles Pane

Use this alternative method if you want to select all text that uses a specific predefined Style rather than manual direct formatting.

Efficient Word Processing

Easily Select and Format Text in WPS Writer

WPS Writer provides an intuitive layout where powerful editing commands like 'Select Text with Similar Formatting' are easy to find. You can effortlessly standardize your document styles without searching through complex menus.

1. Open your document: Launch WPS Writer and open the document you wish to edit.
2. Position your cursor: Click anywhere inside the text that has the formatting you want to match across the document.
3. Go to the Home tab: Ensure you are on the Home tab on the top ribbon.
4. Click the Select tool: Navigate to the right end of the toolbar and click the 'Select' button.
5. Apply selection: Choose 'Select Text with Similar Formatting' from the list. All matching text will be highlighted and ready for your new style adjustments.

Quickly select text with similar formatting in just three clicks.Fully compatible with Microsoft Word (.docx, .doc) formats and styles.Clean and familiar ribbon interface makes formatting intuitive.Free to download and lightweight on system resources.

microsoft office alternative - wps office

Frequently Asked Questions

Why is the 'Select All Text with Similar Formatting' option grayed out?

This option typically becomes inactive if your cursor is not placed within text, if you have multiple different items selected already, or if the document is protected against formatting changes.

Is selecting similar formatting different from selecting a Style?

Yes. The similar formatting command targets direct, manual formatting (like manually changing a font to Arial, 14pt, Bold). Selecting via the Styles pane targets all text assigned to a specific structural rule (like 'Heading 1'), regardless of whether someone manually altered the font color afterward.

Can I use a keyboard shortcut for selecting similar formatting?

There is no default keyboard shortcut assigned to this specific command in Microsoft Word. However, you can create a custom shortcut by going to File > Options > Customize Ribbon, clicking 'Customize' next to Keyboard shortcuts, and assigning a key combination to 'SelectSimilarFormatting'.

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