In this video, learn how to find text content in a Word document using the Find button or the keyboard shortcut. Plus, learn how to find text content and have it replaced with different content using Find and Replace fucntionality in Word.
- [Instructor] I want you to imagine for a moment you're working with a very long document, maybe dozens of pages, and you know somewhere in that document is a reference to a specific topic or person and you wanna get there quickly. Well, you could scourer the document, scrolling from page to page until you arrive at the location you're looking for or you could do it very quickly and easily, letting Word take care of it for you. In fact, if you wanted to find something and replace it with something else, Word can do that, too. We're going to explore Find and Replace functionality in this movie with this longer version of our Tech Connect document.
You can go to the chapter two folder of your Exercise Files and open up Tech Connect0203. Let's say we know for a fact somewhere in this document is a reference to one of our employees, Darrel Jackson, and we wanna locate it, and we don't wanna scroll from one page to the next, scouring every page until we find what we're looking for. Let's have Word do it for us. With the Home tab selected on the ribbon, move all the way over to the right. You'll see in the Editing group, right at the top, a Find button. Hover over that, you'll see the keyboard shortcut is Ctrl+F.
Either way, we're going to open up the Navigation Pane on the left-hand side. Go ahead and click that button. So, it opens up here with a search field, a cursor flashing, waiting for us to type in what it is we're looking for. Well, we know it's Darrel, I think it's Jackson. Well, all we need to do is start to type in Darrel's name, D-A-R, you can see, all of a sudden there's a couple of results. Red30 employees like Darrel Jackson, and there he is down a little bit further. It's also highlighted in the document.
So, we didn't even need to type in the full name to locate Darrel, there he is. So, we click in the document and continue working in that area, we got there quickly. Not even sure what page we're on, unless we check out status bar in the bottom left corner. It's only the second page. Let's say we know there's something in here that needs to be changed. As we scroll through this document, scrolling up, we see this acronym TFT, and it appears multiple times. It actually represents Technology for Teens, and in this case, it would be better if we were to replace this acronym with all three words, but not everywhere.
You can see, this would be an instance where we wouldn't want to. Well, in this case, we're gonna use Find and Replace. So, we can close up the Navigation Pane by clicking the close button here, back to working on our document, and we'll go up now to the Editing group on the ribbon, this time we'll go to Replace. And look what happens, it opens up its own dialog here with the Replace tab select. You can see what we searched for last, D-A-R, but we can type right over that and we're going to type it in all uppercase, T-F-T, that's the way it appears in the document.
And we know that needs to be replaced with, and we'll use capital T in Technology, for, and a capital T in Teens. Now, you can see the options down below. Replace will do one at a time, Replace All will replace them all throughout the document. That may not make sense, so instead, we can go from one to the next using the Find Next button. Go ahead and click Find Next. Now, you may need to move this out of the way, but it is highlighted here inside the brackets, Technology for Teens.
We don't want to replace that one, so we actually just click Find Next to go on to the next one. In action to create TFT, yes, we do wanna replace that. Clicking Replace, you can see, replaces it, and check out what's happening in the background, all uppercase, so this isn't exactly what we want. So, let's close this up. Let's go up here to the Quick Access Toolbar and click Undo, Ctrl+Z is the keyboard shortcut for that, and it goes back to TFT.
There are additional options you'll need to consider when doing a Find and Replace, so let's go back to Replace. There's TFT. You can see, it's to be replaced with Technology for Teens, but where do we get to choose whether or not we're going to match case or use the same case? Click More. From here, you'll notice that Match case is a checkbox that's not selected. In other words, we're not matching the case of what we've typed in here in the Replace With field.
It's automatically using the same case in the Find What field. So, we do wanna match the case that we've typed in here in the Replace With field. Now when we click Replace, and you can see it is selected, the right one, it appears the way it should, with just a capital T in Technology and Teens. Same thing for the next one that's highlighted. And you can see the search is going down our document, that's why we skipped over the first one. It went from our cursor here down.
It will wrap around back up to the top, so keep that in mind. Click Replace, and you can see it's reached the end. Do you wanna continue searching from the beginning? And when you click Yes, you can see, it's the TFT in brackets that should not be replaced. So, in this case, all we wanna do is click Close. Now we've used Find and Replace to save a lot of time and a lot of effort locating content, and even replacing that content with other things.
- Opening, closing, and reading documents
- Finding and replacing text
- Changing font formatting and text case
- Formatting text with styles
- Working with paragraph text
- Creating bulleted and numbered lists
- Illustrating your documents with shapes and images
- Setting proofing and autocorrect options
- Sharing and collaborating with others