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In this course, author Alicia Katz Pollock shares the keyboard shortcuts, workflows, and commands that can transform the casual Word 2010 user into a pro. This course covers helpful and lesser-known techniques for making document navigation, content creation, formatting, layout, working with data, graphics integration, and publishing easier. Alicia also includes her favorite top 10 formatting tips in Word, from clearing existing formatting to inserting lines and creating abbreviations with AutoCorrect.
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.
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