In this video, learn how to use Find and Replace to find specific formatting and replace it with different formatting, including finding content formatted with a style and replacing it with another style.
- [Narrator] You know, Find and Replace has been around forever in Microsoft Word. It's a great way to quickly find text, replace it with something else if you wanted to. But we can take Find and Replace to the next level by searching for a lot more than just text. We can search for codes, like formatting, font formatting, paragraph formatting, even styles, that's what we're going to do in this movie and we're going to work with this file Best of Landon Hotel Guide 005. You can see on the first page we have a title, and you can see the formatting of that title, maybe not ideal.
On the next page, we see a heading and if we click inside that heading, we can see it's actually using Heading 2. And as we scroll down, some formatting here, underlined text. Looks like this paragraph is spaced out differently than the rest, that might need some fixing. The next heading is using Heading 1, and as we scroll further down, you can see some additional subheadings here, Heading 2 and Heading 3. Okay, so we have some inconsistencies here, but we can use Find and Replace to fix this up.
Let's start by going to page two where we do see Oxford, Regent and Bond Streets underlined. Let's say we wanted to replace anything that's underlined with the same content, only bolded instead. We can use Find and Replace to do that. This is really helpful if you have an extra long document where you want to fix up all of these inconsistencies. So all we do is make sure the Home tab is selected and go to Replace. There's Find for finding things, but we want to find and replace so we go to Replace. You can use Control + h, the keyboard shortcut opens up this dialogue.
The Replace tab should be selected, so what are we looking for and what are we going to replace it with? Not text, so we're actually not typing anything. Instead, we'll click the More button down below. Now this allows us to refine our text search by matching case and finding whole words, et cetera. That's still not what we want, we want to go even further down to the Format dropdown. This is what we're going to use in both the Find What and Replace With fields. So what do we want to find? Well we want to find content that's underlined, so let's go into the Find What field, now click the Format dropdown, and that's font formatting, so we'll click Font.
This opens up another dialogue and this is where we get to choose the font style including the underline style that's being used. So click the dropdown for Underline Style, and it's a single line, so we'll choose that. And click OK. You can see that gets added to the Find What field underneath. So we could be looking for specific text that's underlined, but by not adding any text, we're looking for anything that's underlined. And we want to replace it with, so we click in that field, Bolding. Let's go down to the Format dropdown, and go back to Font.
Now in this case, we want to make sure that we're replacing it so there's no underlining, so we'll start there, Underline Style, None, and the Font Style, Bold. You could even do bold italics if you'd prefer. Let's try that. So when we click OK, we have our fields set up. No specific text, just formatting under Find What and Replace With. Let's click Find Next. You can see where it's highlighted back here in the background, Oxford, Regent, it's underlined.
Do we want to replace that? You bet we do, so we click Replace. Now if you're confident you want to just simply find any underlining and replace it with bold italics and no underlining, you could click Replace All. But in a longer document, you may want to pick and choose, so you'd click Replace, and it moves on to the next instance which is Bond Street, and we can replace that one as well. Then it says it's finished searching the document. We click OK and we can close this up. So if we scroll back up to page two, check out the new formatting, thanks to Find and Replace.
Alright, we saw some inconsistencies with our styles being used in our headings for example. Up here you can see Heading 2 is being used, Heading 1 being used a little further down. Well this should be a Heading 1 as well, so we could search for all styles that are Heading 2 and replace them with Heading 1, and pick and choose which ones we want to replace. Let's do that. Again, we'll go up to Replace. This time you'll see that the formatting's still there from before, so click No Formatting and it's removed.
Do the same in the Replace With field, click there, No Formatting, so we can start fresh. Now in the Find What field, we're going to be searching for a style, so when we go to the Format dropdown this time we choose Style. And it's going to be Heading 2. There it is right there. What do we want to replace that with? Well, first click OK, click in the Replace With field, click Format, then Style, and of course it's Heading 1.
And click OK. Now all we have to do is find the next occurrence of the style, Heading 2. You can see it's there. Now we don't want to replace that with Heading 1. So we'll find next. And it wraps around back to the beginning of our document, see and be seen, that should be Heading 1, we do want to replace that. And it's finished finding Heading 2's. There we go, click OK. And now we can close this up. Now if you needed to, you could do a little extra formatting like adding the space after that heading.
Just click anywhere in there, go up to the spacing button, and Add a Space After Paragraph, there we go. That looks better. What about paragraph spacing? That looks off as well. Well, we can find paragraph spacing and replace it with something else. If we go into any of our other paragraphs and go to the spacing dropdown, we see that it's actually single spaced. So that's exactly what we want to replace this down below with. Now we could go to the paragraph itself and just format it, but if this happens throughout our document, you can see how Find and Replace could save us some time.
Let's go up to Replace, and in the Find What field, we'll choose No Formatting so we can start fresh, and click the Format dropdown, this time go to Paragraph, and we'll go to the Spacing section here, choose Line Spacing. Looks like it's 1.5, and we could go there to find out what it is. It is 1.5, and click OK. We want to replace that with, so we'll choose No Formatting to clear what's there, go back to the Format dropdown and choose Paragraph, and the Line Spacing should be Single.
Click OK. Find Next, there it is, highlighted in the background, we do want to replace that. That's the only occurrence, looks like everything's good. We can click OK. There we go. Now we can close this up knowing that our spacing is correct. Alright, the only other thing was down at the bottom, we saw there were some headings using the Heading 2 or Heading 3 style. I think Heading 3 is what should be here, so again, we're going to do another search for Heading 2, but replacing it this time with Heading 3.
Up we go to Replace. No formatting to clear what's in the Find What field, so we can go back to Format, Style and search for Heading 2. Just like we did last time, this time though, what we're replacing Heading 2 with is different. So we go into Replace With, clear it all by clicking No Formatting, now we can add Format ... Style ... And Heading 3.
Click OK. Find Next, sure enough, there it is again, replace it, and that's all there is. Click OK, close this up. Now once again, you can see the others have a space after them, so clicking facilities, going up to the spacing and adding that space after the paragraph, makes it look like the rest, and that's a much more consistent looking document. So you can imagine how much time and effort you would save with a very long document where some of these types of formatting inconsistencies occur.
Even if it's just the title, when we go in here and click the Styles dropdown and see that it's using an Intense Quote, really shouldn't be used for a title, we can go in here and simply change it by going up to the Styles. Just hover over them to see what they look like, click the dropdown to choose something like Title for example, and that's quick and easy where it's a single title. But where you see repetition and especially in longer documents, Find and Replace can find a lot more than just text. Use it to find any inconsistent formatting, replacing it with the formatting you really want.
Skill Level Intermediate
Q: Why can't I earn a Certificate of Completion for this course?
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