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Finding and replacing content

From: PowerPoint for Mac 2011 Essential Training

Video: Finding and replacing content

If you've ever used the Find and Replace functionality often found in word processing applications like Microsoft Word, you'll be happy to know that PowerPoint has that same functionality; they are shared throughout the Office suite. So if you need to find content quickly, it's easier to use PowerPoint than to try and do it yourself - probably a lot faster - and if you need to find something and replace it with something else, you can save even more time. So let's start with our TwoTrees presentation here, trying to find some content.

Finding and replacing content

If you've ever used the Find and Replace functionality often found in word processing applications like Microsoft Word, you'll be happy to know that PowerPoint has that same functionality; they are shared throughout the Office suite. So if you need to find content quickly, it's easier to use PowerPoint than to try and do it yourself - probably a lot faster - and if you need to find something and replace it with something else, you can save even more time. So let's start with our TwoTrees presentation here, trying to find some content.

We could go to the Edit menu, but you'll also notice, up on the toolbar in the very far right-hand corner, you'll see Search in Presentation. There is a field there for searching. You just click inside, and type what we are looking for. Let's type in the work 'garlic,' for example. Now when you press your Return key on the keyboard, you are going to go to the first occurrence of the word 'garlic' in this presentation. You'll notice it's in our Products slide. Not only does it take you to that slide, but it also highlights the word for you, so you see it there, and if you needed to make changes to it, you could.

So this is slide 12. If we press Return again, you can see what happens. It moves us to that next slide, and in this case it's looped around to slide 11, and it also appears there on slide 11. Press Return again, and you are back to slide 12. So it only appears on those two slides. Each time you press Return, you are going to flip-flop between the two slides. What if you want to find something and replace it with something else? Well, you could go to the Edit menu again. Notice also that this little field here we typed in garlic has a magnifying glass and a dropdown.

You can access the Replace function from there as well. So let's click Replace. It opens up this little window. Now what you search for last will appear there, but it is selected, so you can type right over it. Let's say, for example, that we typed in someone's name incorrectly. We'll just navigate up to the slide with our management team. And this whole family with the last name Vitalia, really it's incorrectly spelled, should be Votalia. So there's so many occurrences that this is going to be a lot faster using a replace functionality.

So in the Find what field, we are going to type in what we are looking for, type in the Vitalia, and down below the correct spelling. And now we have some options here. We can match case, so only occurrences where we see the capital V in this case, or it could be the whole word only, and this is handy if you are looking for shorter words that might be included in bigger words, like the word 'the' which might be part of the word Theme, for example.

So we don't really need that in this case, because we are looking at a proper name. Now we have some buttons on the right- hand side. Find next is going to take us to the first occurrence, which is right at the top. Now when we click Find next, it's highlighted, so we can now move a little further down and choose Replace, which will replace it, and move to the next one. And we can keep clicking the Replace button until they're all fixed. Or, if you're confident that the word - in this case, 'Vitalia' - won't be included in some larger word or maybe somewhere it exists this way and doesn't need to be changed, well, then you might want to consider using the Replace All button.

When you click Replace All, look at that. There were four more replacements that were made, and you click OK. So it did it a lot faster than we could have. And this is throughout our presentation, not just this slide, so we saved a lot of time not having to locate the incorrect spelling of Votalia, and we saved a lot of time by not having to edit the incorrect spelling. So that's all fixed for us. We can click the close button now to return to our presentation. And as we scroll up, for example, and go to our story, notice that it's fixed here on slide number 5, and we weren't even on slide 5 when we ran the Find and Replace function.

There is some advanced functionality as well. This time let's go to the Edit menu, and we'll go down to Find, and you'll notice Find is available here. We have also got Replace. And there it is: Advanced Find. We could have got that from the very top- right corner of our screen as well, but here you can see we can type in what it is we are looking for. We can match case, find whole words only, all the stuff we saw from the Replace. There is the Replace button. It gives us the double option now to find something and replace it with.

So we can go through the Edit menu or we can go through the Find field that appears in the top right- hand corner on our toolbar. However you go about selecting it, it's going to save you a lot of time when it comes to locating content and replacing that contact with something else.

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This video is part of

Image for PowerPoint for Mac 2011 Essential Training
PowerPoint for Mac 2011 Essential Training

63 video lessons · 21462 viewers

David Rivers
Author

 
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  1. 4m 11s
    1. Welcome
      1m 20s
    2. Understanding PowerPoint
      2m 4s
    3. Using the exercise files
      47s
  2. 15m 58s
    1. Exploring the Presentation gallery
      4m 17s
    2. Understanding the Ribbon interface
      6m 7s
    3. Navigating presentations
      2m 56s
    4. Customizing the UI layout
      2m 38s
  3. 32m 42s
    1. Creating new presentations
      2m 56s
    2. Adding, removing, and arranging slides
      7m 5s
    3. Saving time with Outline mode
      5m 15s
    4. Separating slides into sections
      8m 37s
    5. Checking compatibility
      3m 15s
    6. Saving your presentations
      5m 34s
  4. 35m 23s
    1. Using themes
      4m 58s
    2. Creating your own themes
      2m 42s
    3. Changing the background
      5m 33s
    4. Designing slides
      3m 12s
    5. Working with slide layouts
      3m 58s
    6. Working with slide masters
      5m 51s
    7. Using headers and footers
      4m 25s
    8. Using and creating templates
      4m 44s
  5. 30m 14s
    1. Adding text with text slides and boxes
      3m 37s
    2. Adding text to a shape
      2m 16s
    3. Formatting text on a slide
      5m 42s
    4. Changing character direction
      4m 11s
    5. Creating lists using bullets and numbering
      5m 25s
    6. Changing spacing and indents
      4m 17s
    7. Finding and replacing content
      4m 46s
  6. 25m 28s
    1. Adding a table to a slide
      4m 47s
    2. Editing and formatting tables
      4m 25s
    3. Pasting a table from Excel
      5m 11s
    4. Inserting a chart
      5m 42s
    5. Pasting a chart from Excel
      5m 23s
  7. 26m 40s
    1. Inserting pictures and clip art
      2m 18s
    2. Replacing and adjusting pictures
      6m 40s
    3. Drawings and SmartArt
      6m 29s
    4. Adding video to a slide
      5m 53s
    5. Adding sound to a presentation
      5m 20s
  8. 18m 7s
    1. Using a template with animation
      5m 35s
    2. Animating objects on a slide
      6m 1s
    3. Using slide transition effects
      6m 31s
  9. 15m 7s
    1. Checking spelling
      5m 25s
    2. Finding synonyms, definitions, and translations
      4m 23s
    3. Setting AutoCorrect options
      5m 19s
  10. 40m 53s
    1. Using speaker notes
      3m 50s
    2. Showing and navigating a presentation
      4m 56s
    3. Using pointer options
      3m 59s
    4. Using presenter tools with two screens
      3m 44s
    5. Creating a self-running slideshow
      6m 40s
    6. Playing a self-running slideshow
      3m 44s
    7. Adding hyperlinks to a presentation
      5m 7s
    8. Using action buttons
      8m 53s
  11. 28m 5s
    1. Using comments
      3m 58s
    2. Printing notes, handouts, and slides
      4m 17s
    3. Sending a slideshow to iPhoto
      2m 57s
    4. Creating PowerPoint pictures
      2m 43s
    5. Creating a PowerPoint movie
      3m 56s
    6. Creating a PDF presentation
      1m 49s
    7. Creating custom slideshows
      3m 57s
    8. Broadcasting a presentation over the web
      4m 28s
  12. 8m 52s
    1. Changing PowerPoint preferences
      3m 29s
    2. Customizing the Ribbon and toolbars
      5m 23s
  13. 22s
    1. Goodbye
      22s

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