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In Word for Mac 2011 Essential Training, author Maria Langer shows how to create, format, and print a wide variety of documents in Microsoft Word 2011. The course covers building outlines, formatting text and pages, working with headers and footers, using themes and styles, adding multimedia, and more. It also shows how to customize and automate Word 2011, including how to record macros. Exercise files accompany the course.
Another more advanced way to format text is with the Find and Replace dialog. You can instruct Word to find text you specify and replace that text with formatted text. This is probably not something you do every day but it definitely has its uses. Say for example that Two Trees Olive Oil Company always displays its company name in bold, olive green, Calibri font, small caps. It will be much easier to let Word find all occurrences of Two Trees in the document and format it for us.
So, let's give that a try. We'll start by pulling down the Edit menu, going down to Find, and then choosing Advanced Find and Replace. That brings up the Find and Replace dialog. Click the Replace button and then click this disclosure triangle to expand the dialog so it looks like this. Now, the first thing we want to do is tell it what text to find and what to replace it with. That's going to be the same in both of these boxes. This is the words Two Trees.
Now, be sure to enter the text exactly as it would appear. In this instance it's title case, T T. We want to find just the company name so we'll also turn on the Match Case checkbox. That will make sure that it only finds it if it's capital Ts. We don't want to find instances of the word Two Trees if it's not the company name. Now, click in the Replace With box, position the insertion point there, and what we need to do is tell it what font formatting we want to apply.
So, come down to Replace and under the Format pop-up menu choose Font. That displays the Replace Font dialog and it works just like the Font dialog that you would use to format text. So what we want to do here is select the font, which is Calibri, the font style, which is bold. The size we'll leave blank. We do want the font color, which is a dark green. We don't need an underline or an underline color but we do want Small caps. Now, it's vital that you don't make any other changes.
Doing so will apply other font formatting options. For example if you were it to enter font size up in here, that size would also be applied even if the font is already sized differently from the rest of the text. The blank selections and dashes in the checkboxes indicate that kind of formatting will not be touched. When you're all finished with the dialog click the Ok button and you see that the formatting options you specified appear beneath the Replace with box. So this is what's going to be replaced.
Now, you can replace these one at a time, as I discuss in the chapter about editing text, but in this case we'll just replace them all at once by clicking the Replace All button. So, I'll click that. It's telling us it's made 3 replacements. I'll click OK. Now, we can move this dialog aside so we can actually see the replacements and sure enough here's one of them right here and if you scroll down you should see other ones. Here is one right here and there is a third one in here right at the top. Now, this is just a simple example of how Find and Replace can be used to format document text.
We changed font formatting but you could also change other kinds of formatting including paragraph, tabs, and styles, which are covered in the chapters about paragraph formatting and styles. I do want to mention that you might want to remove formatting options from the Replace with box so you could perform another Find and Replace without them. Pull down the Edit menu, choose Find > Advanced Find and Replace to display that box. In the Replace tab click in that field and choose No Formatting.
That removes all the formatting options from this. The settings in the Find and Replace dialog are retained when you close the dialog until you quit Word. So it's a good idea to remove things like formatting from here so you don't accidentally reformat the next time you use Find and Replace.
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