News from Patterson Presentations

Software Savvy
Find and Replace is a Powerful Timesaver

Find and Replace in Word can be a great timesaver when used proactively. It can also be a quick fix when you make the same error throughout your document.

This function allows you to search through a document, find a string of characters or digits and change them to something else. For example, halfway through a long writing, you realize you?ve typed Steven when it should have been Stephen. Simply use Find and Replace to search for the name and correct it, typing it only one time, and quickly finding and replacing all occurrences.

Here?s how: Save your document before you start. Select Edit, then Replace or use Ctrl H. Type in the word or words to be replaced in the Find what: section. Type in the new word or words in the Replace with: section. Select the Replace or Replace All button, depending if you need to check each instance or if you know all occurrences will need the change. Word will replace every instance in the blink of an eye.

Another great time-saving technique is to type an abbreviation of a long term and replace all of them later. For example, If you?re typing a document with Business Urban Renaissance appearing frequently, you can type its initials instead?BUR. When you finish the letter, use Find and Replace to insert the long phrase in all the places where you typed BUR.

A word of caution, though, think through what you ask to be replaced. In my example, there is a potential to replace the bur, for example, in Pittsburgh. It could end up PittsBusiness Urban Renaissancegh if you?re not careful. To prevent this problem, make sure the entire dialog box is open. If you open the Find and Replace function, and only see two fields to work with, select the More button at the bottom left. This will reveal more options. In this case, you must check the boxes in front of Match case and Find whole words only. By doing this, only BUR in all caps and standing alone will be replaced. Thus, Pittsburgh would remain intact.

Keep in mind, too, how plurals, possessives or any other forms of the word you want to replace will be affected. If you make a mistake, don?t panic. You can always select the Undo button, Find and Replace it in the reverse, or exit the document without saving.

Find and Replace can do even more. If you check out the buttons Format and Special in the dialog box. You can find and replace many other things like a regular space with a hard (non-breaking) space. Once you have a grasp of this function, you will come up with timesaving strategies to make your work quicker and less frustrating.