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Using advanced Find and Replace techniques

From: Word 2010 Power Shortcuts

Video: Using advanced Find and Replace techniques

Find and Replace allows you to substitute a word or phrase for another. It has a number of advanced features so you can really get creative with its use. For example, you can refine its search criteria, find and replace formatting, and even include special characters like paragraph marks and tabs. First, let's look at all the different ways that you can open up Find. I am going to start by double-clicking on the word Manual. On the far right of the Home ribbon there is a Find dialog box and when I click on it, it opens up the Navigation pane on the left. Because I double-clicked on the word first, it's already looking for the word Manual.

Using advanced Find and Replace techniques

Find and Replace allows you to substitute a word or phrase for another. It has a number of advanced features so you can really get creative with its use. For example, you can refine its search criteria, find and replace formatting, and even include special characters like paragraph marks and tabs. First, let's look at all the different ways that you can open up Find. I am going to start by double-clicking on the word Manual. On the far right of the Home ribbon there is a Find dialog box and when I click on it, it opens up the Navigation pane on the left. Because I double-clicked on the word first, it's already looking for the word Manual.

And when I am trying to simply find a word or phrase, it's easiest to use the Navigation pane as we discussed in the previous lesson. Let me go ahead and close the Navigation pane. Now to open up the Find dialog box, I can click the dropdown next to the Find button and click on Advanced Find. Here is the Find tab and I am going to close the window. Another way of doing Find, is to come down to the bottom left-hand corner and click where it says, Page number X of X, that will open up a Find and Replace dialog box and I can click on the Find tab.

Now when I am using Find and Replace, I am going to move this out of the way. I can click Find Next, Find Next, Find Next and it will scroll through all the examples of the word Manual in the document. But if I click on Reading Highlight, I can tell to Highlight All and it will turn them all yellow, so I can see them all at once. I will go ahead and click on Reading Highlight again and clear it. If I click on Find In, I can search the whole entire document which is the default, or if I've highlighted text ahead of time, I can search just that selection. I can also do a find just in Headers and Footers or in Footnotes.

Now I am going to close this dialog box. Once you have started a Find, you can press Shift+F4 and continue scrolling through all the matches and if you look in the bottom right-hand corner at the Browse Object button, which we covered in the previous video, I can also use the up and down arrows to scroll back and forth through those matches. If I want to start over again with a Find, I can do Alt+Ctrl+Y and it will continue to run the Find and Replace where I left off. Now let's look at Replace. I am going to do a Ctrl+Home to go back up to the top of the document and I am going to highlight the word Manual.

To open up the Replace window on the Home ribbon, I can click on the Replace button on the far right, I can use the keyboard command Ctrl+H. I can go down to the bottom left-hand corner and click on the Page number and then click on the Replace tab. Now when I am doing a Find and Replace, I have the option to replace just the one or to Replace All. I am going to replace Manual with the word Handbook and I have the option of replacing just the one or I can do Replace All and it will sweep through the whole document and make all of the replacements.

But I don't want to replace all of the instances of Manual with Handbook, so I can click on the More button and refine my search a little bit. First I have the option to Search, either Up the document, Down the document or the whole document. If I turn on Match case, it will find only the instances of MANUAL that are all caps. It will ignore anything that's lowercase or just the M is capitalized. If I tell it to Find whole words only, it will only find the word Manual and it will skip over Manually and Manuals.

Now I want to point out that Finding whole words only will prevent partial letter matches. So for example, if I try to replace the word the with the word a, if I don't click this option, the word theater would become aater and the word then will become an, so sometimes it's very important to turn on Find whole words only. Okay, now let's go ahead and erase the content that we have in Find what and Replace with, and let's turn on Use wildcards. Wildcards allow for partial matches, you type in the letters that you want and use an asterisk for the rest.

So for example, if I use wildcards for typ*, I will match type, typing, types, and typical. So if I type in the word to and put a checkmark in front of Sounds like (English), then not only will it match to, but it will also find too and two. Find all word forms, locates all verb tenses. So if I check this box and then search for choose, I will also find choosing and chosen.

Match prefix and match suffix works in conjunction with these other options to only find matches that share the same beginning or the same ending. Ignore punctuation and ignore white space will ignore differences and hyphens and spaces. Now my favorite thing about Find and Replace is that you're not limited to replacing content. You can also Find and Replace formatting including boldfaced, font color, paragraph formatting, including centering and line spacing. You can even do styles and much more. For example, in our document right now Two Trees Olive Oil is Bold and orange throughout the whole document.

But my document is green, so I am going to open up that Replace and if Manual comes up, go ahead and erase it. We are going to find all the instances of words that are orange and bold. So come down here to the bottom, to the Format button and here we can open up the dialog boxes for Character Formatting, Paragraph formatting, Tabs, Styles. Let's go ahead and click on Font, and so I am looking for things that are bold and the Font color is this particular orange right here, and I will click OK.

And then I am going replace that by going down to Format again and opening up the Font dialog box a second time and this time I want to replace it with Italic in the Font color, green and I will click OK. Notice that I don't even have to type any words here. If I did, it would only find those words with this color but I want anything with that format. So I will go ahead and I will Replace All and it made 76 replacements. Okay, now click back up in the Find what box and tell it No Formatting and click and Replace with and tell it No Formatting as well.

We are going to start over again from scratch, and this is one of my favorite expert tricks. If a document was crafted, take a look at our document over here on the left-hand side and I have the Show/Hide paragraph marks on. I can see that this document is crafted with Enters between the paragraphs and Tabs for the first line. A long time ago, that's how you had to format a Word document. But now, I want to use the recent techniques of a paragraph spacing before and after and a first-line indent, so that it takes out all of these characters.

The last thing that I want to do is scroll through 24 pages taking out all of that formatting. So I can use Find and Replace to do it for me. I am going to click in the Find what box and go down to the Special button at the bottom. Look at all these different special characters that we can replace; Nonbreaking Hyphens and Spaces and Em Dashes and En Dashes, just about anything. So I am going to click on Paragraph Mark and that's going to be the Paragraph Mark at the end of the paragraph. Now I am going to follow it up with another Paragraph Mark and that's the Paragraph Mark that's in between my paragraphs.

Then I am going to click on Special a third time and choose Tab Character. So I am replacing the paragraph, paragraph tab that we see here and I am going to go to Replace with and this time I am going to go to the Paragraph dialog box and set my paragraph formatting. So I will click on the Format button, click on Paragraph and then I am going to change the Indent under Special to First line indenting and I am going to put in 10 points of space Before and 10 points of space After, and then I just need the one Paragraph Mark that ends the paragraph.

I will go ahead and say Replace All and it made a 119 replacements. And when I take a look at my content, I can see that I no longer have an extra Enter, Return between my paragraphs or extra tabs instead of a First line indent. So as you can see, Find and Replace allows you to do much more than swap out words, you can use it to reformat your entire document in a flash.

Show transcript

This video is part of

Image for Word 2010 Power Shortcuts
Word 2010 Power Shortcuts

74 video lessons · 13658 viewers

Alicia Katz Pollock
Author

 
Expand all | Collapse all
  1. 1m 39s
    1. Welcome
      51s
    2. Using the exercise files
      48s
  2. 44m 45s
    1. Selecting text for formatting
      7m 0s
    2. Mastering the Navigation pane
      3m 53s
    3. Using the Reveal Formatting pane
      4m 47s
    4. Clearing formatting
      1m 38s
    5. Adjusting paragraph spacing
      4m 58s
    6. Setting tabs using the ruler
      5m 59s
    7. Inserting horizontal lines
      3m 39s
    8. Using AutoCorrect to create abbreviations
      2m 12s
    9. Working with the text wrap features
      4m 58s
    10. Setting defaults for new documents
      5m 41s
  3. 4m 59s
    1. Opening recent files
      3m 2s
    2. Changing the AutoRecover settings
      1m 6s
    3. Changing the default saving location
      51s
  4. 6m 23s
    1. Using KeyTips to select Ribbon commands
      3m 18s
    2. Using keyboard shortcuts and function keys
      3m 5s
  5. 6m 48s
    1. Splitting the screen
      2m 12s
    2. Navigating with Browse by Object
      2m 35s
    3. Using the Go To tab in the Find and Replace dialog
      2m 1s
  6. 25m 50s
    1. Inserting random boilerplate text
      44s
    2. Selecting paste options
      4m 2s
    3. Inserting today's date
      2m 41s
    4. Using Click and Type
      45s
    5. Using Overtype mode
      2m 4s
    6. Cutting to the Spike
      2m 48s
    7. Using advanced Find and Replace techniques
      8m 0s
    8. Editing the dictionary
      2m 53s
    9. Refining grammar options
      1m 53s
  7. 38m 22s
    1. Marking inconsistent formatting
      1m 22s
    2. Applying theme colors vs. standard colors
      3m 30s
    3. Hiding text
      1m 56s
    4. Inserting symbols and special characters
      6m 3s
    5. Working with AutoFormat
      4m 36s
    6. Typing symbols with AutoCorrect
      1m 30s
    7. Inserting nonbreaking spaces
      1m 16s
    8. Inserting diacritical marks
      2m 38s
    9. Creating drop caps
      1m 31s
    10. Inserting and removing hyperlinks
      5m 33s
    11. Refining OpenType text features
      4m 5s
    12. Replicating font formatting
      4m 22s
  8. 20m 33s
    1. Adding first-line indents
      3m 23s
    2. Controlling line and page breaks
      5m 59s
    3. Mastering columns
      5m 21s
    4. Inserting line numbering
      3m 7s
    5. Vertically centering a cover page
      2m 43s
  9. 10m 15s
    1. Modifying a heading style to include a page break
      2m 21s
    2. Using multi-level numbering in heading styles
      3m 15s
    3. Saving style modifications for future use
      3m 5s
    4. Assigning a keyboard shortcut to a style
      1m 34s
  10. 9m 24s
    1. Adding captions to tables, figures, and charts
      3m 28s
    2. Using advanced table features
      5m 56s
  11. 20m 29s
    1. Using a drawing canvas
      2m 50s
    2. Creating transparent colors and removing backgrounds
      4m 1s
    3. Editing clip art
      3m 5s
    4. Cropping a picture with a shape
      2m 24s
    5. Aligning, distributing, and grouping graphics
      3m 24s
    6. Compressing images
      4m 45s
  12. 5m 16s
    1. Inserting text from a file
      1m 4s
    2. Linking Excel objects
      4m 12s
  13. 32m 13s
    1. Setting up odd and even pages
      2m 27s
    2. Formatting page numbering for different document sections
      4m 16s
    3. Inserting bookmarks
      3m 6s
    4. Inserting cross-references
      4m 14s
    5. Customizing a table of contents
      4m 21s
    6. Creating citations and a bibliography
      4m 18s
    7. Using a style reference in a header
      3m 41s
    8. Mastering Outline view
      5m 50s
  14. 12m 48s
    1. Saving ink and paper when printing
      3m 46s
    2. Printing a booklet
      2m 28s
    3. Printing document metadata
      1m 8s
    4. Updating fields before printing
      3m 27s
    5. Embedding fonts in the file
      1m 59s
  15. 33s
    1. Goodbye
      33s

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