Find and Replace

The find and replace commands allow the author to replace easily a word or phrase with another or to change the simple or custom formatting of that word or phrase.

Replacing a Word

An author has decided to replace rain with precipitation. The process is as follows:

  1. Open the document
  2. Highlight one example of rain in the text

Ribbon → Home → Editing → Replace → Find → Find what: rain → Find In → Main Document





Word found 91 items matching this criteria. The author knows that the search might have included compound words with rain such as rainfall and raindrop so the search is narrowed to rain only by opening the More >> link and selecting Find whole words only:

and then opening the Find In drop-down menu select Main Document


The following messaged then appeared

Word has found 39 items matching the criteria


Continuing in the same Find and Replace box

Replace → Replace with: precipitation (make sure Find whole words only is selected) → Replace All


Pop-up box informs the author of the action that has been taken


Replacing Formatting

Formatting can be introduced, replaced or removed in much the same way as a word was replaced. The author wishes to add some formatting to the word ‘advection’ to make it stand out.

Ribbon → Home → Editing → Replace →


Make sure the Find what: & Replace with: boxes are empty.

Make sure that there is no formatting text under either box. If there is formatting click in the box and then  ....

       Click the No Formatting button (it will be greyed out if there is no formatting present).

Find what: advection

Replace with: place the cursor in this box but DO NOT type anything

→ select Find whole words only and Match case (as appropriate)  → Format →


→ select Font / Font colour / Underline style / Underline colour


… note how the appearance of advection changes in the preview window.


→ Replace all → Ok


Pop-up box informs the author that:

Word has completed its search of the document and has made 27 replacements.

Replace Formatting Mark

A number of formatting marks especially manual line breaks and tab characters will cause problems when it comes to the publishing process and especially the converting a text to eBook format. There is no need for either to have been used with a modern processing program but just in case you have an old file or have mistakenly used such a mark there is an easy solution using Find and Replace as above, the only difference being that you select Special rather than Format as follows:

Ribbon → Home → Editing → Replace → Find what: → Special (select the desired replacement mark) → that appears in Replace with: box → Replace all → Ok

Pop-up box informs the author that:


Word has completed its search of the document and has made 12 replacements.