How to highlight blank spaces in MS Word

For students and professionals alike, formatting text in documents could be a very tedious job. Moreso, if you’re dealing with unnecessary spaces within your content. There could sometimes be spaces between words or sentences, that can mess up the layout of your document. Fret no more because here, we’ve come up with easy ways to help you highlight blank spaces in your document. 

Now, there are about two ways to highlight blank spaces in MS Word. 

2 Ways to Highlight Blank Spaces in MS Word 

  • Using the CTRL key and your mouse
  • Using the Find and Replace tool

Without further ado, here’s everything you need to know to highlight blank spaces in MS Word. 


Method 1: Using the CTRL Key and Your Mouse

Between the two methods, this first method is a more direct way to highlight blank spaces in your document. It does not involve any special button in MS Word. Instead, it simply makes use of a keyboard key and your mouse. The good thing about this method is that you don’t have to look for a button to highlight blank spaces in Word. However, it can be a painstaking experience since you’ll have to select all blank spaces one by one in a multi-page document. 

Here’s how you can use the CTRL key and your mouse to select multiple text boxes in Word. 

Step 1: Open up your Word document. 

First off, you’ll need to open up a Word document with some sentences ready. Feel free to use your own personal document. If you’re worried about ruining it, you can always create a new blank one. Either way, you are rest assured that none of the steps in this guide will irreversibly damage your file. 

Step 2: Select the blank spaces. 

Now that your document is ready, select a blank space in your document. Do this by double-clicking the blank space, holding it then dragging it to the right. Now, press and hold the CTRL key and select the next one. Repeat the same steps to go over all of the blank spaces that you need to highlight. 

Step 3: Highlight the blank spaces. 

After carefully selecting the blank spaces, go to the Home tab and click the Text Highlight Color drop-down button. Then, select a color that you prefer. 

There you have it! You’ve just used a keyboard key and your mouse to highlight blank spaces in MS Word. 


Method 2: Using the Find and Replace Tool

In this method, we’ll walk you through the steps on how to launch the FInd and Replace dialogue box in Word. The Find and Replace functions are a great tool to efficiently find and replace texts or characters in a Word document. This tool allows you to highlight blank spaces throughout your file in a few simple clicks. You can also quickly change the highlight color that you want to use. 

With that introduction out of the way, here’s how you can access the FInd and Replace dialogue box in Word. 

Step 1: Open up your Word document. 

Before we get started, we first need to have an MS Word document open. If you’re currently working on one, feel free to use that file. Otherwise, you can just create a new blank document. Always remember to hit the CTRL + Z keys on your keyboard to revert any unwanted changes. 

Step 2: Launch the Find and Replace dialogue box. 

Once your document is ready, move your cursor to the rightmost part of the Home tab and click the Replace button. This will display the Find and Replace dialogue box in the middle of your window. 

Step 3: Highlight the blank spaces. 

On the dialogue box, type in a space in the Find What field. To do that, simply click inside the field and hit your Spacebar. Now, click inside the Replace with field and then click the More>> button to display more options. 

Once you’ve done that, click the Format drop-down menu at the bottom left of the dialogue box and select Highlight. Then, click the Text Highlight Color drop-down menu and select a color that you prefer. This step tells MS Word to replace all spaces with the highlight color you selected. 

You’ll know you did it correctly when you see the word ‘Highlight’ under the Replace with field. 

Finally, click the Replace button to highlight blank spaces one by one. Click the Replace All button to highlight all spaces at once. Or, click the Cancel button if you changed your mind. 

Congratulations! You’ve just highlighted blank spaces using the Find and Replace tool in Word. 


Removing and Changing the Highlight Color of Your Blank Spaces

Changing or removing the highlight color of the blank spaces in your document is a piece of cake. 

To remove the highlight color of a blank space, simply repeat the steps of either of the two methods discussed above. But, you’ll need to select the No Color option instead. 

To change the highlight color of the blank spaces in your document, go over either of the methods again and simply choose another color option. 

If you want to learn how to change the highlight color of a text, you can go through the different methods we’ve laid out here in the “How to Change Highlight Color in Word” article. 


Conclusion

That’s pretty much it! Hopefully, we’ve helped you figure out how to highlight blank spaces in MS Word. Before you leave, here’s a quick rundown of what we discussed today. 

There are two ways to highlight blank spaces in your document. The first one is by using the CTRL key and your mouse. The second technique utilizes the Find and Replace tool of MS Word. Note that the first method can be more cumbersome than the other. 

We hope you’ve found this article helpful! 

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