Join Gini von Courter for an in-depth discussion in this video Replacing styles, part of Word 2013: Styles in Depth.
- Just as you can use replace to be able to locate and replace a particular text string in a document, you can use replace to replace one style with another, and I want to show you two different examples of why we might want to do this. First, we might choose to replace all of the normal text in our document, with the style that's called first indent that we created earlier. One way to do this is to right click on the Normal style, select everything that's normal, and then choose a different style, and that will actually work. But we might want to do that differently, so let me just show you that we can choose Replace, find what, and I'm going to click the More button, find a format that's a particular style, and we want Normal, so I'm going to start by typing Normal, there we are, click OK, and I want to replace this with, again, Format, Style, and I have FirstIndentAndSpace, and I'm going to say OK, and I'm ready to do this.
Now, I can replace in the same way that I might choose to do this if I were choosing to replace some text. The reason that this is cool is that by using Find and Replace, I can skip some of them. I can replace them all if I wish. And that worked. And now I can do a ctrl+z to undo, not so fast. Let's go undo, let's close that dialogue, let's go back to Replace again, my choices are still here, and this time starting at the top of my document, I'm going to say find the next one.
I'm going to say, actually this one is one that I want to replace, but not that one, it's the first paragraph, so go to the next one. Replace this one. Go to the next one, replace it. So you see, I can actually go through and make a replacement on a case by case basis if I wish, in this manner, and I like that a lot. Here's the other reason I would do that. I have this document, and it's ready to go, except now I'm being told that this document's going to be bigger than we thought it was going to be, not only is it going to include the Q1 report from Residential, we're also going to add Commercial.
Now, what that means is, that there's going to be a cover page that's for the 2015 Q1 Installation Summary. And then this Residential summary is going to be come a heading 1, and my heading 1's are going to become heading 2's. So I'm going to start from the lowest level, if I have heading 2's they'll become 3's, 3's are 4's and so on, but, right now what I have is I have a title and heading 1's. So, before I take the document and add it into my document that already has a cover page, and the Commercial Installation summary, here's what I'm going to do.
Replace, if you would, and I'm going to choose Format, Style, and in this case I'm not looking for Normal, what I'm actually looking for is I'm looking for Heading 1's. Now notice that I have Heading 1 and Heading 1 Char, and that's because this is a linked style, but I'm really only replacing the full headings. So replace Heading 1's. Okay. And I'm going to replace my Heading 1's with Heading 2's. And again, not a side head, like if I was applying it as a character, but a full Heading 2.
So search down, so it's very important when I do this that if I don't know that I'm at the top of my document I jump in here and do a control home, so that I'm at the very top, and now I'm ready to go, because I want to make sure I replace all of them. The direction for search is either up or down, you don't get to choose both, so if I'm in the middle of the document I'm either going to get everything above me, everything below me, or, I could say Search All. And in that case, I'm just going to Replace All, all my Heading 1's are Heading 2's.
That's cool. Now I can just choose my title and make it a Heading 1. So, with judicious use of Find and Replace and either using Replace All or Replace, searching up or searching down, or doing it in a blanket manner, I can use the Replace tool to replace styles in my document.
- Understanding the different types of styles
- Creating styles
- Applying styles
- Basing new styles on existing styles
- Editing styles
- Formatting a document in one click with Quick Styles
- Copying, deleting, and renaming styles
- Creating a table of contents with styles
- Managing style options, such as keyboard shortcuts and template defaults