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Finding and replacing text

From: Word for Mac 2011 Essential Training

Video: Finding and replacing text

The Find and Replace feature of a word processor makes it easy to find text and optionally replace it with other text. Word's Find and Replace feature, which was reworked for Word 2011, is extremely powerful and flexible making it easy to find and replace not only text but formatting in your documents. Let's explore how this feature works. Now, in my example I've got the word e-tailer and e-tailers reused repeatedly. You could see it down here, for example e-tailer, and the bosses decided that they don't like that word and they want to replace it with the phrase "electronic retailer" or "electronic retailers." So what I am going to do is I'll get started by choosing Edit > Find, and then Find.

Finding and replacing text

The Find and Replace feature of a word processor makes it easy to find text and optionally replace it with other text. Word's Find and Replace feature, which was reworked for Word 2011, is extremely powerful and flexible making it easy to find and replace not only text but formatting in your documents. Let's explore how this feature works. Now, in my example I've got the word e-tailer and e-tailers reused repeatedly. You could see it down here, for example e-tailer, and the bosses decided that they don't like that word and they want to replace it with the phrase "electronic retailer" or "electronic retailers." So what I am going to do is I'll get started by choosing Edit > Find, and then Find.

Now what happens is it looks like it hasn't really done anything but in reality it has. This positioned the insertion point up here in this spotlight search box and I do want to point out we really didn't need to use that command to get up here. We could have just clicked up here. So I am going to type in the word e- tailer. which you can see right there. and that's the word I want to search for and as I started typing you may have noticed text was being selected in the document. So all the instances of e-tailer throughout the document are now selected.

There is another one over there. Now clicking the Spotlight menu displays two different options. I can either List Matches in the Sidebar or choose Replace. Let's first start off by listing the matches in the sidebar. So what you can see is it went through the document and it found all these different occurrences and I can click on any of them and go right to it. What I really want to do though is I want to replace that word with another word. So I am going to click this little triangle here and that will expand the Find and Replace box.

I can see the word I found right here and what I want to do is I want to replace it with electronic retailer. So I will type that in. Now the Actions menu, which you see right here, offers a few other options. Whole Word Only will only find the word if it's a whole word. Now we don't want to do that because we want to find e-tailer as well as e-tailers with an s at the end, so we will leave that turned off. Ignore Case will find either upper or lower e-tailer, which is fine.

Sounds Like will find homonyms, which there aren't any for this, and All Word Forms would find words that include s at the end or ing or ed and its different forms of the same word. In our particular case this wouldn't work because you can't have anything but text characters in the word. Now we have a hyphen, so we'd leave this set just the way it is right here. I have already found them all, so what I can do is I can click Replace and it will replace the one that was selected, and it will automatically move onto the next one.

So, this is the next one. If I click Replace it will replace that one and move on again and as you could see this list of matches is getting smaller and smaller because every time I replace one it's being removed. Now if I didn't want to remove these one at a time, if I just wanted to get rid of them all at once, I can click Replace All and it takes care of it all at once. Now there is no more matches because there is no more instances of e-tailer here and it's all completed. Now you might be relieved to know that if you click the Replace All button and immediately regret it, Undo is there to save you.

Just pull down the Edit menu, choose Undo Replace All, and it will bring the words back. To highlight them again, you will just need to click Find and you will see them all. Those are the ones that we replaced all at once. It's not the ones that we started with. Now if you've been using Word for a while you probably realize that everything we've seen so far is brand-new in Word 2011. If you prefer to use the old Find and Replace dialog you could open it by choosing Edit > Find > Advanced Find and Replace, and that brings up the old Find and Replace dialog, you click the Replace button to expand it and if you wanted more options you can click this disclosure triangle here to expand the dialog, and this gives you access to a few more features for using Find and Replace.

Now as we've seen here, Word 2011 puts its Find and Replace features right inside the document window through the use of Mac OS Spotlight style searching and a Find and Replace pane in the sidebar. Although you could still use this old Find and Replace dialog for Basic and Advanced searching, the sidebar does make it easier to edit with Find and Replace.

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This video is part of

Image for Word for Mac 2011 Essential Training
Word for Mac 2011 Essential Training

95 video lessons · 22162 viewers

Maria Langer
Author

 
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  1. 5m 6s
    1. Welcome
      1m 8s
    2. Word processing basics
      3m 9s
    3. Using the exercise files
      49s
  2. 21m 53s
    1. Menus, shortcut keys, and toolbars
      3m 43s
    2. The Ribbon
      2m 32s
    3. The Toolbox and the Media Browser
      2m 27s
    4. The Sidebar
      1m 42s
    5. Document views
      5m 24s
    6. Navigating windows and documents
      6m 5s
  3. 13m 40s
    1. Using the Document Gallery
      4m 51s
    2. Creating documents
      1m 51s
    3. Opening, saving, and closing documents
      6m 58s
  4. 14m 20s
    1. Entering text
      5m 33s
    2. Inserting and deleting text
      2m 34s
    3. Using Click and Type to enter text
      3m 26s
    4. Inserting symbols and special characters
      2m 47s
  5. 27m 28s
    1. Selecting and editing text
      6m 34s
    2. Copying and moving text
      7m 1s
    3. Using the Scrapbook
      4m 38s
    4. Undoing, redoing, and repeating actions
      4m 36s
    5. Finding and replacing text
      4m 39s
  6. 24m 50s
    1. Font formatting basics
      9m 0s
    2. Applying font formatting
      7m 12s
    3. Using the Font dialog
      4m 35s
    4. Formatting with the Find and Replace dialog
      4m 3s
  7. 27m 18s
    1. Paragraph formatting basics
      9m 39s
    2. Setting justification and line spacing
      2m 17s
    3. Indenting paragraphs
      4m 37s
    4. Using list formats
      5m 41s
    5. Setting paragraph formatting options
      5m 4s
  8. 14m 33s
    1. Understanding tab tables
      4m 15s
    2. Creating a tab table with the Ruler
      5m 20s
    3. Creating a tab table with the Tabs dialog
      4m 58s
  9. 20m 31s
    1. Understanding styles and themes
      2m 36s
    2. Applying styles
      6m 32s
    3. Reformatting with Quick Style sets and themes
      2m 37s
    4. Modifying styles
      4m 28s
    5. Creating and deleting styles
      4m 18s
  10. 13m 22s
    1. Revealing formatting
      4m 24s
    2. Using the Format Painter
      1m 38s
    3. Creating drop caps
      3m 34s
    4. Using AutoFormat on text
      3m 46s
  11. 27m 29s
    1. Setting margins
      4m 3s
    2. Adding page and section breaks
      4m 54s
    3. Setting multiple columns
      8m 11s
    4. Varying page orientation within a document
      2m 43s
    5. Inserting page numbers
      2m 47s
    6. Adding watermarks and background images
      4m 51s
  12. 13m 39s
    1. Using built-in headers and footers
      5m 34s
    2. Manually creating headers and footers
      4m 0s
    3. Setting multiple headers and footers in a document
      4m 5s
  13. 18m 54s
    1. Creating a cell table
      3m 42s
    2. Entering and formatting table text
      4m 16s
    3. Modifying table structure
      5m 34s
    4. Using table styles
      2m 49s
    5. Converting between tab and cell tables
      2m 33s
  14. 18m 12s
    1. Adding borders to text and paragraphs
      5m 38s
    2. Adding borders to table cells
      3m 47s
    3. Setting page borders
      4m 13s
    4. Applying shading
      4m 34s
  15. 16m 56s
    1. Using the Media Browser to insert media
      3m 24s
    2. Inserting media from a file
      2m 36s
    3. Formatting images
      4m 30s
    4. Wrapping text around an image
      2m 27s
    5. Inserting and formatting a text box
      3m 59s
  16. 13m 17s
    1. Using AutoCorrect and AutoFormat As You Type
      9m 26s
    2. Using AutoText and AutoComplete
      3m 51s
  17. 17m 28s
    1. Building an outline
      4m 26s
    2. Rearranging outline components
      3m 39s
    3. Viewing outlines
      4m 9s
    4. Numbering outline headings
      5m 14s
  18. 26m 49s
    1. Checking spelling and grammar
      8m 19s
    2. Using reference tools
      4m 30s
    3. Inserting footnotes and endnotes
      6m 27s
    4. Using the Word Count feature
      2m 49s
    5. Compiling a table of contents
      4m 44s
  19. 17m 44s
    1. Adding comments
      2m 46s
    2. Tracking changes
      7m 45s
    3. Merging and comparing documents
      4m 28s
    4. Sharing documents with others
      2m 45s
  20. 18m 54s
    1. Using letter templates
      8m 5s
    2. Creating envelopes
      6m 23s
    3. Creating labels
      4m 26s
  21. 12m 36s
    1. Setting Document Security options
      9m 0s
    2. Using Privacy options
      3m 36s
  22. 14m 31s
    1. Setting Page Setup Options
      4m 12s
    2. Previewing a document
      2m 13s
    3. Printing to a printer
      4m 11s
    4. Printing to PDF
      3m 55s
  23. 11m 9s
    1. Using Word's Macro Recorder
      9m 18s
    2. Understanding macro security
      1m 51s
  24. 12m 28s
    1. Customizing toolbars and menus
      6m 0s
    2. Customizing Word's shortcut keys
      3m 38s
    3. Customizing the Ribbon
      2m 50s
  25. 42s
    1. Goodbye
      42s

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