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Formatting with the Find and Replace dialog

From: Word for Mac 2011 Essential Training

Video: Formatting with the Find and Replace dialog

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.

Formatting with the Find and Replace dialog

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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This video is part of

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

95 video lessons · 22201 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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