Learn how to find text content in a Word document using the Find button or the keyboard shortcut, and you will also know how to find text content and have it replaced with different content using Find and Replace functionality in Word.
- [Instructor] I want you to imagine for a moment, you have a very long document and you know somewhere in that document is some content you want to make adjustments to, but you need to find that content. Well, you could read through page after page until you find what it is your looking for, or you can let Word help you out and find it for you. Word is going to be much faster than you. Sometimes you want that content you're looking for to be replaced with something else, and Word will do that as well. We're going to look at Find and Replace functionality built into Word here in Office 365 using this longer version of our Tech Connect document, Tech Connect0203.
Alright, let's say we know somewhere in this document is a section that deals with a guy named Darrel Jackson. We're not sure how Darrel is spelled exactly, but there is a section in there that we need to edit. To get there, we could start skimming through the document, going from page to page, or you might prefer, with the Home tab selected here on the ribbon, to use the Find button over here on the right-hand side. Ctrl+F is the keyboard shortcut. When you click this, it actually opens up the Navigation Pane with Results selected.
Results is what we're going to see when we type in what it is we're looking for, and we know it's Darrel. Now, maybe you're not sure how Darrel is spelled, but you know it starts with D-A-R. That's all you need to start typing, D-A-R. I'm not using any capitals, and you can see, there's actually two results already showing up, and you can see them down below with their context. They're also highlighted here in the document. So, how fast was that? To get right to the spot where we need to make changes, you just click in there and start typing.
That's a simple find. When you're done, you can close up the Navigation Pane, clicking the close button here in the top right corner. Now, when it comes to finding and replacing, it's a little bit different. As we scroll up this page, you can see, there is some information about Technology for Teens, TFT in brackets. And TFT does appear elsewhere on the page, perhaps elsewhere in the document, we're not sure. But we don't wanna use the acronym everywhere, we wanna leave it as is in brackets, but everywhere the acronym appears, we want it to say Technology for Teens, so that means finding TFT and replacing it with Technology for Teens.
So, in this case, we're actually gonna move to the top of our document. Just click anywhere near the top in that title because by default, the search is gonna begin where your cursor is and work its way down through the document, and then only wrap around back at the top if you choose to. Let's go over here now. Instead of Find, we're gonna click Replace, Ctrl+H, the keyboard shortcut, and this opens up the Find and Replace dialog, which you can move around on the page. Notice what we were looking for last, D-A-R, appears in the Find What field, but it's already selected.
We can just type right over that and we wanna find TFT in caps. Down below, in the Replace With field, we wanna replace that, at least some of them, with Technology for Teens. Notice how I spelled it with capital Ts. Well, before we continue, let's click the More button to see more options because you may want to match case. Match case means match what you've typed in the Replace With field, otherwise it's going to use what we typed in the Find What field, all caps.
So, yeah, we wanna match the case of what we typed here in the Replace With field. There's some other options here that you can see that can be checked off if you need them. In our case, we're ready to move on, and you can see the buttons include Replace, Replace All, and Find Next. We can even cancel this if we wanted to. But with Find Next, we'll move from one to the next to the next. If we choose Replace All, automatically, every occurrence of TFT will be replaced with Technology for Teens and that's not what we want.
We wanna go from one to the next to the next and decide for ourselves, so let's click Find Next. In the background, you can see something's happening here. TFT in brackets is highlighted. That's the one we don't want to replace, so we won't click Replace, we won't click Replace All, we'll go back to Find Next to skip on to the next one, go ahead. Then it highlights TFT a couple of lines down. Yeah, we do wanna replace that one, so clicking Replace, we'll replace it and move on to the next occurrence, go ahead.
You can see now, it says Technology for Teens and the next occurrence of TFT is already highlighted. Yes, we wanna replace that one as well, click Replace. And as you can see, it's finished searching the document. Because we started at the top, it doesn't need to wrap around back at the beginning and start over. So, we click OK, we know that every occurrence of TFT was found, we chose which ones we wanted to replace with Technology for Teens while matching the case. When we're done we click Close, and that's how Find and Replace can save you a lot of time and a lot of effort, especially with longer documents where you're searching for content, maybe even replacing that content with something else.
- Opening, closing, and reading documents
- Formatting text, pages, and paragraphs
- Adjusting line spacing and page breaks
- Adding headers, footers, and page numbers
- Applying styles to documents
- Creating bulleted and numbered lists
- Illustrating documents
- Proofing and printing documents
- Collaborating on documents in the cloud