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In Word 2010 Essential Training, Gini Courter uses real-world examples to teach the core features and tools in Word 2010. The course starts off with an orientation of the Word 2010 interface, and then delves into the functionality at the heart of Word: creating, editing, and formatting documents. It also covers proofing documents, reviewing documents with others, sharing and securing documents, working with tables, and illustrating documents. Exercise files are included with the course.
With Word 2010's Find and Replace editing features, you can find text in your document, then replace that text with different text. A reminder, as we learned in Chapter 1, when we click the Find button, we can open a Navigation pane that doesn't really do a Find operation. It really does a Search operation. So if we wanted to look for all the instances of the word "gallery," we return, the kind of results that that we would get if we did a search on "Bing" or "Google," a list of items, not simply one item, then another then another, so that we can find text in our document, each occasion of some particular text.
But if you're searching for text with the goal being replacing that text with some other text, you should start not with Find, but with Replace. When you choose Replace, it will open the Find and Replace dialog box, and you'll look at the Replace tab. It actually will pull that text from your Search box over here in the Navigation pane, and I can say I'd like you to search for the word "gallery," and from the current insertion point, if I choose to go to the next item, it will move and notice that the dialog box kind of hops around a little bit as well to the end of the document, and then it says it's at the end.
Do you want to go back to the beginning because we started search in the middle, and I'll say, Yes, and it will start at the beginning and work its way down. Now you have some creative ways to make all of these items work on the screen at one time. For example, you can Restore this dialog down, and close the Navigation pane, and then move this box to the right and switch back and forth between them, or with the Replace dialog box open, you can zoom and make your document text smaller so it actually fits next to.
And that way this dialog box won't move as you look in your document. So I'm going to Find Next again, and you'll notice it's much easier now when I don't have to be moving the dialog box from one place to another. The point of replace, though is to change one thing to another and in this document, when it was typed, the person who entered it entered text about the Home menu and the Insert menu, and these are absolutely not menus anymore, on the Ribbon they're called Tabs. So we're going to say find each occasion of the word "menu" and Replace it with the word "tab." I haven't specified any formatting at all, and so we're going to take a look and say let's start with wherever we are in our document, perhaps at the start, and find the next one, and it will take us to menu, and we can say, okay Replace that one.
Home menu yeah, Replace that one, and if we wish, we could say simply Replace them All. And it says I did it nine times what do you think? We can say OK. So every time the word menu appeared, it replaced it with the word tab. The word menu is kind of an interesting word in some respects. It's rarely a part of another larger word. Tab on the other hand, if we replaced every instance of tab with menu, we would get some interesting results. So let's do that. Let's reverse this to see how Replace works.
And I'm going to replace the word tab, which we know occurs in here at least nine times, with the word menu. And I can say okay I'm looking to replace tab with menu. Let's Replace them All, and it says I did it 14 times. It actually did it in times that I wouldn't have wanted it to. It says you can use these galleries to insert menules, hmm, well that's a word that a moment ago was tables, tables. So Word actually did exactly what we asked it to do, and that's not necessarily as helpful as we would like it to be.
So I'm going to go back and we're going to undo this replacement, this Replace All so everything is back to where it says tab again. We're going to take a look at some options. For example, Find whole words only would be helpful. Don't find tab as part of table, find tab only as an entire word. Now if I Replace All, it shouldn't do it 14 times, it should only do it 11 times, and my word tables is untouched here. There are some other search options that you might want to know about for Search and Replace.
For example, Matching Case, I'm looking for a word that should be Insert, Insert, so I could tell it to match exactly the case of what I tell it to find. Now there are some other things that we can do here with Find and Replace that we can't do in the Navigation pane. For example, in my document, I might want to search for a place that someone pressed Enter twice or hit the Spacebar twice, and those kinds of choices I can find by saying I'm looking for particular formatting.
So please take me to any place in my document where someone pressed Enter twice and should have only pressed Enter once. The way we would do that is we'd say throughout this document I'd like you to find any place somebody pressed Enter - that leaves a Paragraph Mark, by the way - and replace it with nothing, but one Paragraph Mark. Word will look through the document and anywhere that a user entered Enter twice, it will change it to Enter once. You can do this same thing with spaces, where there were two spaces all the way through this document, please put one space.
Let's Replace them All. There were no replacements. This document doesn't have any place someone pressed the Spacebar twice. So you can search for special characters on this list. You can also search for special formatting, or you can add special formatting here to the document. For example, we are back to our language about on the menu, and we want to replace that with tab. So let's find all instances of the word "menu," and let's Replace it with "tab." But let's be very specific about how we want to replace it. When we replace it, what we'd like to do is we'd like to also make it Bold and perhaps turn it red so that it will stand out in the document.
So find any occasion of the word menu and replace it with formatted text. Let's Replace them all, 11 replacements were made, and as I change into 100%, you'll see there's a red tab, red tab. So I can do some what you might think of as advanced formatting by saying I want to look for particular words and replace that instance of the word with one that is Bold or one that is Italicized, so that I can use it for particular purposes. One more reason to use this dialog box is that when I'm searching using the Navigation pane, I can search for text, I can search for Tables and Graphics and Equations.
What I can't easily search for in the Navigation Pane is I can't search for formatting. But here I can search for particular formatting in my document, both special characters and text with particular formatting. If you want to find text with particular formatting or special non-printing characters, click Replace, choose the Find tab. In most Word Processors and in earlier versions of Word, there was simply this one Find and Replace tool with really the option to replace the text that you found, but no way to look at all of the text that was found at one time.
That worked wonderfully for replacing text and special characters as it does here, and you also have the Navigation Pane that allows you to search for text. So Word 2010 separates searching from replacing so that you have two full-featured tools, really the best of both worlds for searching and for Find and Replace.
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