“Highlight all” in Word can mean two things. To select all the text in a document, press Ctrl + A (Command + A on a Mac). To highlight every instance of a word or phrase, press Ctrl + H, go to the Find tab, type the text, and choose Reading Highlight > Highlight All. To add a permanent yellow highlight to every match, use Replace with highlight formatting, covered below.
Quick Answer
Select everything: Ctrl + A. Highlight every match: Ctrl + H > Find tab > type the word > Reading Highlight > Highlight All.
Select All Text
- Press Ctrl + A, or click Home > Select > Select All.
- Then apply a highlight color with Home > Text Highlight Color, or change the font for the whole document.
Highlight Every Instance of a Word (Temporary)
- Press Ctrl + H and click the Find tab.
- Type the word or phrase in Find what.
- Click Reading Highlight > Highlight All.
- Matches stay highlighted on screen until you choose Clear Highlighting. They don’t print.
Highlight Every Instance Permanently
- Choose a highlight color first: Home > the arrow next to Text Highlight Color.
- Press Ctrl + H and stay on the Replace tab.
- Type the word in both Find what and Replace with.
- With the cursor in Replace with, click More > Format > Highlight.
- Click Replace All.
Options Compared
| Goal | Method | Prints? |
|---|---|---|
| Select all text | Ctrl + A | Not applicable |
| See every match | Reading Highlight > Highlight All | No |
| Mark every match | Replace with Highlight format | Yes |
| Browse matches | Ctrl + F in the Navigation pane | No |
Troubleshooting
- Ctrl + A doesn’t include headers: Headers, footers and text boxes are separate. Double-click the header to select its text.
- Replace All highlighted nothing: Make sure “Highlight” shows under Replace with, and that a highlight color is chosen.
- Remove all highlighting: Ctrl + A, then Text Highlight Color > No Color. See also removing all formatting.
- Want to cross words out instead? See strikethrough in Word.
Frequently Asked Questions
Can I highlight all instances in Word for the web?
Search highlights matches as you browse them, but the Reading Highlight option is a desktop feature.
Can I use different colors for different words?
Yes. Change the highlight color before each Replace All.
Summary
- Ctrl + A selects all text.
- Reading Highlight > Highlight All shows every match.
- Replace with Highlight format marks matches permanently.
- Text Highlight Color > No Color removes highlights.
Kermit Matthews runs Live2Tech from just outside Philadelphia. He is an IT specialist with over 20 years of experience, from a university help desk to small-business IT, IT management and his own consulting practice, and has written tech guides full time since 2020. Steps are checked against the current software on a real device or the maker’s official documentation. More about Kermit.