Word 2010 Essential Training
Illustration by Richard Downs

Finding and replacing text


Word 2010 Essential Training

with Gini Courter

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Video: Finding and replacing text

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.
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  1. 5m 39s
    1. Welcome
      1m 8s
    2. Using the exercise files
      1m 34s
    3. Creating placeholder text
      2m 57s
  2. 33m 23s
    1. Using the Word interface
      8m 32s
    2. Understanding the Ribbon
      8m 10s
    3. Customizing the Quick Access toolbar
      3m 10s
    4. Using Word's document tools
      8m 5s
    5. Using the Navigation pane to find words or phrases in a document
      5m 26s
  3. 30m 53s
    1. Managing documents with Backstage view
      4m 42s
    2. Creating a new document from a template
      5m 11s
    3. Making it easy to find and open documents
      3m 59s
    4. Saving a Word document for yourself or others
      7m 1s
    5. Printing a document and choosing a printer
      3m 33s
    6. Setting print options
      6m 27s
  4. 24m 24s
    1. Selecting text using the mouse and keyboard shortcuts
      4m 57s
    2. Rearranging text using Cut, Copy, and Paste
      7m 38s
    3. Undoing and redoing actions
      4m 8s
    4. Finding and replacing text
      7m 41s
  5. 27m 40s
    1. Understanding fonts
      6m 32s
    2. Working with fonts
      5m 29s
    3. Applying basic formatting
      6m 25s
    4. Changing the case of text
      4m 22s
    5. Using text effects and adding impact to a document
      4m 52s
  6. 29m 44s
    1. Aligning and justifying paragraphs
      2m 55s
    2. Changing line spacing
      5m 2s
    3. Using indents and setting tabs
      7m 20s
    4. Creating a bulleted or numbered list
      6m 11s
    5. Keeping text together through page breaks
      4m 2s
    6. Applying shading and borders to paragraphs
      4m 14s
  7. 50m 10s
    1. Power formatting with styles
      7m 34s
    2. Changing a document's theme
      6m 59s
    3. Changing style sets, color sets, fonts, and paragraph spacing
      3m 31s
    4. Applying Quick Styles and clearing formatting
      5m 18s
    5. Creating a Quick Style set
      6m 24s
    6. Using the Navigation pane with styles
      3m 1s
    7. Easily creating a table of contents
      5m 32s
    8. Restricting formatting to a selection of styles
      4m 58s
    9. Creating a multilevel list using styles
      6m 53s
  8. 48m 1s
    1. Creating a table to organize text
      6m 11s
    2. Converting text to tables
      3m 36s
    3. Formatting tables for readability
      4m 8s
    4. Adding and removing columns
      5m 36s
    5. Sorting table data
      5m 19s
    6. Merging, splitting, and formatting cells to create a form
      8m 53s
    7. Converting a table to text
      2m 41s
    8. Inserting an Excel table for calculations and charts
      7m 18s
    9. Using Quick Tables
      4m 19s
  9. 1h 7m
    1. Illustrating documents with pictures, shapes, and clip art
      8m 43s
    2. Positioning, sizing, and cropping graphics
      6m 11s
    3. Wrapping text around graphics
      4m 54s
    4. Laying out text and graphics with a table
      6m 50s
    5. Adjusting brightness, contrast, and sharpness of photos
      4m 30s
    6. Applying special effects to graphics
      5m 4s
    7. Applying styles to graphics
      5m 40s
    8. Illustrating with charts: Inserting a chart from Excel
      8m 26s
    9. Illustrating with diagrams: Using SmartArt
      10m 22s
    10. Illustrating with screenshots: Capturing screenshots from your computer
      3m 17s
    11. Illustrating with WordArt
      3m 35s
  10. 34m 10s
    1. Understanding building blocks
      3m 41s
    2. Numbering pages and applying headers and footers
      6m 56s
    3. Adding cover pages and blank pages
      3m 50s
    4. Using text boxes for document design
      8m 16s
    5. Creating and saving custom headers and footers
      6m 21s
    6. Creating and saving Quick Parts
      5m 6s
  11. 23m 40s
    1. Setting page margins, page orientation, and paper size
      6m 30s
    2. Inserting sections to organize a document
      5m 17s
    3. Using columns
      5m 23s
    4. Using watermarks, page borders, and colors
      6m 30s
  12. 20m 15s
    1. Checking spelling and grammar
      5m 6s
    2. Setting proofing and AutoCorrect options
      7m 21s
    3. Using the Thesaurus and Research and Translation tools
      7m 48s
  13. 21m 3s
    1. Tracking changes and showing markup
      5m 29s
    2. Accepting and rejecting changes
      4m 35s
    3. Comparing and combining documents
      6m 42s
    4. Coauthoring documents with SharePoint
      4m 17s
  14. 40m 56s
    1. Trouble-free document sharing
      5m 38s
    2. Emailing a document
      4m 4s
    3. Saving a document to a Windows Live drive
      4m 8s
    4. Saving to SharePoint and sharing a document link
      3m 59s
    5. Using Word on the web
      3m 4s
    6. Blogging with a document
      4m 27s
    7. Finalizing and password-protecting a document
      3m 38s
    8. Restricting editing for all or part of a document
      6m 3s
    9. Digitally signing a document
      5m 55s
  15. 25m 18s
    1. Changing Word options
      5m 42s
    2. Customizing the Ribbon
      7m 22s
    3. Creating and playing a macro
      8m 8s
    4. Assigning a macro to the Ribbon
      4m 6s
  16. 31s
    1. Goodbye

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Microsoft Word Essential Training Tutorials from lynda.com
8h 3m Beginner Jun 08, 2010

Viewers: in countries Watching now:

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.

Topics include:
  • Creating documents with templates
  • Adding SmartArt diagrams to documents
  • Working with fonts
  • Setting up document styles
  • Formatting headers, footers, and cover pages
  • Organizing text in tables
  • Modifying page layout, including margins, orientation, and page size
  • Tracking changes and showing markup
  • Sharing documents
Business Education + Elearning
Gini Courter

Finding and replacing text

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.

Find answers to the most frequently asked questions about Word 2010 Essential Training .

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Q: The Panning Hand feature for scrolling through documents shown in the movie "Using the Word interface" does not appear in my version of Word.
A: This appears to be an issue with Word, in that the Panning Hand icon does not appear in every installation of Word. The Panning Hand feature was originally designed for a tablet PC and it will always appear on a tablet. However, onother laptops and desktops, the Panning Hand icon's appearance is dependent on the version of Windows and how much tablet PC functionality is built into that version.
Q: Why am I seeing the following error message when trying to open the exercise files in Word 2010? Word experienced an error trying to open the file. Try these suggestions: * check permissions * open the file with text recovery
A: This is a permissions/trust issue specific to your install of Microsoft Office. Contact your IT department make sure documents downloaded from email and the web are not blocked. A workaround solution is to try opening the files in an older version of Word or try to edit your Trust Center settings.
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