Microsoft Office Tutorials and References
In Depth Information
Finding and Replacing Text
When you’re working with a longer document, the quickest and easiest way to locate a
particular word or phrase is to use the Find command . To use the Find command, you
type the text you want to find in the Find what text box, and then you click the Find Next
button. The text in the Find what text box is the search text. After you click the Find Next
button, Word finds and highlights the search text.
If you want to replace characters or a phrase with something else, you use the Replace
command , which combines the Find command with a substitution feature. The Replace
command searches through a document and substitutes the search text with the replace-
ment text you specify. As you perform the search, Word stops and highlights each occur-
rence of the search text. You must determine whether or not to substitute the replacement
text. If you want to substitute the highlighted occurrence, you click the Replace button. If
you want to substitute every occurrence of the search text with the replacement text, you
click the Replace All button.
When using the Replace All button with single words, keep in mind that the search text
might be found within other words. To prevent Word from making incorrect substitutions
in such cases, it’s a good idea to select the Find whole words only check box along with
the Replace All button. For example, suppose you want to replace the word “figure” with
“illustration.” Unless you select the Find whole words only check box, Word replaces
“figure” in “configure” with “illustration” so the word becomes “conillustration.”
As you search through a document, you can search from the current location of the
insertion point down to the end of the document, from the insertion point up to the begin-
ning of the document, or through the entire document.
Finding and Replacing Text
Click Edit on the menu bar, and then click either Find or Replace.
To find text, click the Find tab. To find and replace text, click the Replace tab.
Click the More button to expand the dialog box to display additional options (including
the Find whole words only option). If you see the Less button, the additional options are
In the Search list box, select Down if you want to search from the insertion point to the
end of the document, select Up if you want to search from the insertion point to the
beginning of the document, or select All to search the entire document.
Type the characters you want to find in the Find what text box.
If you are replacing text, type the replacement text in the Replace with text box.
Click the Find whole words only check box to search for complete words. Click the Match
case check box to insert the replacement text using the same case specified in the
Replace with text box.
Click the Find Next button.
Click the Replace button to substitute the found text with the replacement text and find
the next occurrence.
Click the Replace All button to substitute all occurrences of the found text with the
Marilee wants the company initials, LMG, to be spelled out as “Long Meadow Gardens”
each time they appear in the text. You’ll use the Replace command to make this change
quickly and easily.