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Replacing one style with another using Find and Replace

From: Word 2010: Styles in Depth

Video: Replacing one style with another using Find and Replace

You may sometimes find that you need to replace one style with another in your document. Perhaps you have changed your mind, or you decided another style will look better. Or instead of having to tediously select and apply the style, you might have decided to use an old trick of the trade by allowing Word to do some of the work for you, which is what I'm about to show you in this movie. Notice that the Normal style has been applied to all of the body text in our document here. I can tell the Normal style has been applied by clicking in the paragraph and then looking at the classic Style box up here at the top that we added in a previous movie.

Replacing one style with another using Find and Replace

You may sometimes find that you need to replace one style with another in your document. Perhaps you have changed your mind, or you decided another style will look better. Or instead of having to tediously select and apply the style, you might have decided to use an old trick of the trade by allowing Word to do some of the work for you, which is what I'm about to show you in this movie. Notice that the Normal style has been applied to all of the body text in our document here. I can tell the Normal style has been applied by clicking in the paragraph and then looking at the classic Style box up here at the top that we added in a previous movie.

So the Normal has been applied to each one of our body text styles. All of the instances of the Normal style need to be set to the California Body style. Let's let Word do the work for us by using Search and Replace. When you're using Search and Replace, the first thing to do is be sure that you're at the very top of your document. To go to the very top of the document, press Ctrl+Home. Making sure you're at the top of your document is especially important when your document contains text boxes, like this one does, and when you want to search the entire document; otherwise, Word may only search through one text box for your style, and that is not what we want-- we want it to check our whole document.

Press Ctrl+H on your keyboard to open up the Find and Replace dialog box. It will take you to the Replace tab. Our first box here says Find what. Click on that box and then click on More. What we want to find is the Normal style. So click on Format, go down to style and start to type the word Normal. If you just press a letter N, it will take you to the N's, and we will find the Normal style and click on OK. Notice that it now says Find what.

There's nothing in this box, but underneath, it says Format, Style: Normal. Click on the Replace with box. We want to replace it with the California Body style, so again go to Format, Style, and this time type in the letter C for California. And we want the California Body style, click on OK, and now it's says Replace with, Format, Style: California Body. Make sure the Search Options here are set to Search All.

You can use the Replace option to replace one instance at a time if you're not certain what Word will find and replace. If you are sure what styles are in place and exactly what it will replace, then go ahead and go for it, using the Replace All option. Since we have already checked our document and we know which styles it will replace, let's go for it. Select the Replace All option. It tells us that Word has completed its search, and it's replaced six of our styles.

Click on OK and then click on Close. Now all instances of the Normal style have been replaced for us. Just think how much time that could save you in a two-hundred-and-fifty-page document. We have learned a quick and easy way of replacing one style with another throughout our document. This can truly be a handy tool and a beneficial trick of the trade for Word style gurus.

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This video is part of

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Word 2010: Styles in Depth

45 video lessons · 10697 viewers

Mariann Siegert
Author

 
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  1. 2m 3s
    1. Welcome
      1m 22s
    2. Using the exercise files
      41s
  2. 28m 17s
    1. Why use styles?
      4m 22s
    2. Creating your first style
      3m 16s
    3. Displaying styles in use with the Style area
      4m 5s
    4. Viewing formatting applied to a style
      3m 39s
    5. Learning about the five types of styles
      5m 43s
    6. Understanding how themes relate to styles
      7m 12s
  3. 23m 49s
    1. Using the Styles window to apply styles
      3m 31s
    2. Applying styles using the Apply Styles box and alias names
      3m 31s
    3. Using the classic 2003 Style box
      5m 4s
    4. Replacing one style with another using Find and Replace
      3m 27s
    5. Using table styles to add professional design
      2m 10s
    6. Formatting numbered and bulleted lists using styles
      6m 6s
  4. 34m 13s
    1. Understanding naming conventions and aliases for styles
      2m 46s
    2. Creating a paragraph style by example
      6m 57s
    3. Creating a character style
      7m 6s
    4. Creating a new style by definition
      5m 17s
    5. Creating a style from similar formatting
      2m 53s
    6. Making a custom table style
      4m 16s
    7. Basing one style upon another
      4m 58s
  5. 9m 33s
    1. Updating a style to match selected text
      2m 43s
    2. Automatically modifying styles
      4m 25s
    3. Modifying table styles
      2m 25s
  6. 9m 29s
    1. Applying styles with a click
      3m 21s
    2. Saving a selection as a new Quick Style
      2m 26s
    3. Adding and removing styles in the Quick Styles gallery
      3m 42s
  7. 19m 20s
    1. Formatting an entire document with one click
      1m 57s
    2. What makes Quick Style sets work?
      5m 15s
    3. Saving custom styles as a new Quick Style set
      6m 13s
    4. Exploring the new Word 2010 paragraph spacing
      5m 55s
  8. 13m 20s
    1. Applying styles to build a table of contents
      6m 30s
    2. Generating a table of contents from applied styles
      4m 15s
    3. Modifying built-in table-of-contents styles
      2m 35s
  9. 17m 28s
    1. Copying styles between documents and templates
      5m 58s
    2. Copying and pasting styles between documents
      4m 2s
    3. Deleting unneeded styles and Quick Style sets
      4m 10s
    4. Renaming styles
      3m 18s
  10. 13m 18s
    1. Navigating using styles
      5m 34s
    2. Using and assigning style keyboard shortcuts
      5m 18s
    3. Printing a list of styles and keyboard assignments
      2m 26s
  11. 21m 7s
    1. Setting font, document, and template defaults in Word 2010
      6m 28s
    2. Setting sort order and styles to show
      6m 47s
    3. Editing, hiding, recommending, and restricting styles
      7m 52s
  12. 19s
    1. Goodbye
      19s

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