How to Highlight Data in Different Colours in Word

A post from our Microsoft Software blog

When working with Word you may want to highlight data within the document. Sometimes you may need to check over the information and mark it as yellow but we can also have different colours for different reasons. That will be useful if say yellow is for information to be changed, red for data to be removed and green is for OK.



Just pre-select the data and use the Home tab then in the Font group click the dropdown on the highlighter option:



A very handy way to mark your document or review text for another user. Years ago people used to scribble over a paper printout of a document and use different highlighter pen colours on it then hand it back to a PA to retype with the corrected issues, such an inefficient way of doing things but that's how it was in that time.

To remove a set of highlighted text we can use the revers process. Highlight the whole document by pressing Control A to select All. Next go to the Home tab and select the Highlighter pen option again but this time use the No Colour option to remove any colour on the document.

Now select the sentence and use the No Colour option.

That sorted that problem out very easily so we can save a lot of time via the No Colour options.

Note there is also a "Stop Highlighting" option to cease the highlighting mode once you have done all you need to do.

Maybe within your team decide on what the colours represent and then you will all know what they mean from a colour key list or similar to provide consistency across your teams. A splash of colour really does make a difference.