You may need to format, delete, or copy text from multiple separate locations in a Word document at the same time. Word includes a feature called multi-select that lets you highlight non-adjacent blocks of text without merging them into one continuous selection. This article explains how to use the Ctrl key method to select multiple non-contiguous text ranges. It also covers the limitations of this feature and how to avoid common mistakes.
Key Takeaways: Selecting Non-Adjacent Text in Word
- Ctrl-click or Ctrl-drag: Hold Ctrl while clicking or dragging to add non-adjacent text blocks to the current selection.
- Apply formatting to all selected blocks at once: After multi-selecting, change font, color, or style and the change applies to every highlighted range simultaneously.
- Multi-select only works in Word 2013 and later: Earlier versions of Word do not support selecting non-adjacent text with the keyboard alone.
How the Multi-Select Feature Works in Word
Multi-select in Word allows you to highlight two or more separate text ranges that are not next to each other. This is different from holding Shift and clicking to select a continuous block. When you use multi-select, each selected range remains independent. Any command you apply — such as bold, font size, or highlight color — acts on all highlighted ranges at the same time.
The feature uses the Ctrl key as a modifier. You can add new text to the selection by holding Ctrl and clicking or dragging over additional text. Word marks each selected block with a light gray background in addition to the normal selection highlight. This visual feedback helps you see which ranges are included in the multi-selection.
Multi-select is available in Word 2013, Word 2016, Word 2019, Word 2021, and Word for Microsoft 365. It does not work in Word Online or in the Word mobile app. The feature is designed for small to moderate numbers of selections. Selecting more than ten separate ranges can slow down the application.
Steps to Select Multiple Non-Adjacent Text Blocks
Follow these steps to select text in two or more non-adjacent locations in a Word document.
- Select the first text block
Click and drag your mouse over the first word, sentence, or paragraph you want to select. Release the mouse button. The text is now highlighted with the standard blue or gray selection color. - Hold the Ctrl key
Press and hold the Ctrl key on your keyboard. Do not release it until you finish adding all the text blocks you need. - Click and drag over the next text block
While holding Ctrl, click at the start of the second text range and drag your mouse to the end. Release the mouse button but keep holding Ctrl. The second block is now added to the selection. You will see both blocks highlighted. - Repeat for additional blocks
Continue holding Ctrl and click-drag over each additional text range you want to include. You can add as many blocks as needed, though performance may degrade beyond ten selections. - Release the Ctrl key
Once you have selected all desired text ranges, release the Ctrl key. The multi-selection remains active. You can now apply formatting, delete, copy, or cut all selected text at once.
Alternative Method: Ctrl + Click for Single Words or Sentences
You do not have to drag to select text. You can add individual words or entire sentences by clicking.
- Select the first word or sentence
Double-click a word to select it, or hold Ctrl and click anywhere in a sentence to select the whole sentence. The first item is highlighted. - Hold Ctrl and click additional items
Press and hold Ctrl. Double-click each additional word you want to add. For sentences, hold Ctrl and click inside each sentence. Each click adds that range to the multi-selection. - Release Ctrl and apply formatting
After you finish adding items, release Ctrl. All selected words or sentences are ready for editing.
Common Mistakes and Limitations When Multi-Selecting Text
Word Deselects the First Block When I Try to Add a Second
This happens when you release the Ctrl key before clicking the second block. If you click without holding Ctrl, Word clears the previous selection and starts a new one. Always keep Ctrl pressed until you finish adding all blocks. If you need to remove a block from the multi-selection, you cannot deselect individual blocks. You must click anywhere in the document to clear the entire selection and start over.
Multi-Select Does Not Work With Tables or Text Boxes
Word does not support multi-selection across different document elements. You cannot select a paragraph in the main body and a cell in a table at the same time. Similarly, text inside a text box cannot be combined with text outside the text box. To format both areas identically, apply formatting to one area, then repeat the steps for the other area.
Copying Multi-Selected Text Pastes Blocks in Order
When you copy multi-selected text and paste it elsewhere, Word pastes each block in the order you selected them. The blocks are placed one after another in a single continuous string. If you need to preserve the original spacing or separate blocks, paste the text and then manually insert line breaks or paragraph marks between the blocks.
Multi-Select Does Not Work in Word Online or Mobile Apps
Word for the web and the Word mobile app do not include the multi-select feature. If you need to format multiple non-adjacent sections, open the document in the desktop version of Word. Alternatively, apply formatting manually to each section in the online version.
Word Desktop vs Word Online: Multi-Select Feature Comparison
| Item | Word Desktop (2013+) | Word Online |
|---|---|---|
| Multi-select non-adjacent text | Supported via Ctrl key | Not supported |
| Number of selections | Up to 10 blocks before performance slows | N/A |
| Works across tables and text boxes | No | No |
| Copy and paste behavior | Blocks paste in selection order as one string | N/A |
| Visual feedback | Gray background on each block plus selection color | N/A |
After using multi-select, you can apply bold, italic, underline, font color, highlight, or paragraph formatting to all selected blocks simultaneously. To remove a block after you have finished editing, click anywhere in the document to clear the selection. For frequent multi-selection work, assign a keyboard shortcut to the SelectSimilarFormatting command to speed up selecting text with matching formatting.