CHAPTER 9

Find, Replace, and Go To

IN THIS CHAPTER

• Using the Navigation pane to search the document
• Finding text and formatting
• Replacing text and formatting
• Changing search options
• Using special search codes
• Using wildcards for a broader search
• Navigating in a document with Go To

Throughout the years, for many, Word's fabulously powerful array of Find and Replace tools stands out as a great strength. You can accomplish some pretty amazing and sophisticated techniques with these tools, replacing hours of tedious editing and reformatting with a few short techniques. This chapter helps you learn all of the ways that you can make Find and Replace work for you, giving you the skills and knowledge to dazzle your colleagues and friends.

Searching with the Navigation Pane

Word 2013 provides two ways to find a word or phrase used throughout the document. You can use the traditional Find and Replace dialog box like the one found in many different applications, or you can use the Navigation pane. Both methods are useful for finding instances of text that you may want to edit. The benefit of using the Navigation pane is that it lists the found results within the context of the heading or sentence where it appears. You can quickly scroll down the pane and select the instance that you want to edit, rather than repeatedly clicking Find Next to move to and review the next matching instance. This makes the Navigation pane a good option for performing a find in a long document.

The Navigation pane also solves the issue of the legacy Find and Replace dialog box sometimes covering the text you're trying to review. While the prior version of Word offered a Browse Object feature on the scroll bar that you could use to find the next instances of a search term, Word 2013 has eliminated that feature in favor of the Navigation pane.

Both the Navigation pane's Search document text box and the legacy Find what field can contain up to 255 characters. This makes it possible to search for long and complicated phrases—and not just text. Those 255 characters can contain a variety of wildcards to search for patterns of text as well. You'll learn how to use wildcards later in the chapter.

To search for text in a document with the Navigation pane:

1. Click Find in the Editing Group of the Home tab or press Ctrl+F. Or, you also can check Navigation Pane in the Show group of the View tab. The Navigation pane appears to the left of the document.
2. Make sure RESULTS is selected under the Search document text box. This tells Word to list the matching instances of text in the pane in addition to highlighting them in the document.
3. Click in the Search document text box, and start typing the word or phrase to find. By default, as you type, Word finds and highlights all matching text—incrementally. So if you type g, Word highlights every g in the document. Add an r and Word highlights every instance of gr. Keep on typing and Word narrows the list of matches. As shown in Figure 9.1, the Navigation pane displays every match in context, so you can quickly determine whether the matching text is the instance you seek. In the document, by default, Word highlights all the matches. See the next section, “Navigating Find results in the pane,” for more information on reviewing the find results.

FIGURE 9.1

The Navigation pane provides an interactive approach to searching.

Navigating Find results in the pane

After you finish the Find in the Navigation pane, it shows you how many matching results it found. You can review the results within the pane by using the scroll bar that appears at the right side of the pane when you move the mouse pointer over it. From there, you can use one of two methods to select a result in the pane and see the corresponding instance in the document:

• Use the scroll bar to scroll down the results, and then click any result in the list to see it in the text, as shown in Figure 9.2.
• To find each successive match, you can click the Next Search Result or Previous Search Result button in the pane, also shown in Figure 9.2.

FIGURE 9.2

Use the Next Search Result button to display the next match in the document window or scroll and click a result.

No matter which method you use to select a search result, Word scrolls to it and double-highlights it—overlaying the yellow with light gray—so that you can identify the instance and decide whether to change it.

To clear the search results, click the X button to the right of the search term. You can then start a new search or click the Navigation pane Close (X) button to close the pane.

Searching for selected text

Whether you search in the Navigation pane or the Find and Replace dialog box, Word can automatically fill in the Search document or Find what text boxes, assuming the text box is empty. Select text to find in the document. When you press Ctrl+F or open the Find and Replace dialog box, Word copies the selected text to the applicable text box. The selected text has to be within a paragraph and can't contain any line, paragraph, or section separators or breaks. If the selection contains more than 255 characters, it will be truncated.

Finding something other than text

The drop-down arrow at the far-right end of the Navigation pane Search document text box is the Search for more things button. This button enables you to quickly find graphics, tables, equations, footnotes, endnotes, and comments throughout the document. Note that the Graphics search will find pictures that are in the drawing layer (that is, ones that are not in line with text), unlike the ^g special search code covered later, which matches only inline graphics.

For example, clicking Search for more things and then clicking Tables as shown in Figure 9.3 finds the first table in the document, which is highlighted at the right beside the Search for more things menu. If more tables were in this particular document, the search results would list them so that you could select the one to review using the techniques already described for matching text selections.

FIGURE 9.3

Use the Search for more things button to find non-text objects.

Navigation pane search options

If you click on Options, shown in Figure 9.3, Word displays options available for searching within the Navigation pane. The Find Options dialog box, shown in Figure 9.4, includes a number of options you might be familiar with from the legacy Find dialog box. The Incremental find choice pertains to the Navigation pane only. When checked, this option tells Word to search immediately as you type the search text, and to narrow the search as you type more search. Highlight all determines whether Word highlights all the matches or just does so one at a time as you navigate through them.

FIGURE 9.4

The Navigation pane's Find Options are mostly identical to legacy Find dialog box search options.

The rest of the options shown here also are available in the legacy Find and Replace dialog box. The two search systems are linked, which can save you time. The other options are described in the “Options for Special Find and Replace Actions” section later in this chapter.

Note that turning on some of the options disables others. For example, if you enable Use wildcards, Word turns off Incremental find and some of the other choices. You'll need to practice working with the options to see how they all interact.

Starting an Advanced Find from the Ribbon

If you're a longtime Word user and want to stick with the Find and Replace dialog box, you can. For example, you might want to take advantage of the choices for finding special characters in the dialog box if you don't want to remember the codes for those special characters. The trick is you have to select the Advanced Find command to use the dialog box now:

1. Press Ctrl+Home to move the insertion point to the top of the document. This step isn't essential, but it ensures you will search your entire document when needed.
2. Click the Find arrow in the Editing Group of the Home tab and then click Advanced Find in the menu that appears. The Find and Replace dialog box opens with the Find tab selected.
3. Type the search text in the Find what text box. Figure 9.5 shows an example of search text entered there.

   FIGURE 9.5

   You can still search using the Find dialog box.

   

4. Click Find Next to find the first matching instance of the search text. Word scrolls the document and highlights the match in gray. If you need to, drag the Find and Replace dialog box out of the way to see the match. You also can click in the document to edit the text if needed, and then click back in the dialog box to resume the search.
5. Click Find Next to review matches until the message box appears that tells you the search is complete, and then click OK

The Find and Replace dialog box Find what text box includes a drop-down list of recent searches. Open it to see up to seven recent searches (refer to Figure 9.6), and click a search term in the list to re-enter it in the text box. Note that Word does not retain these searches after being closed and reopened. However, if you are repeating a complicated search, it pays to use the legacy Find instead of the Navigation pane.

FIGURE 9.6

Word remembers the seven most recent searches from the current session.

Replacing Text via the Ribbon

The Replace tab of the Find and Replace dialog box enables you to find a word or phrase and replace it with another word or phrase. This can be used for editing reasons, such as to replace a proper name that you've globally mistyped. Or, you can use it as a shortcut tool to save typing. For example, you could type S Rim where needed in the document and later replace it with the full term, South Rim. Replacing works much like using the legacy Find tab:

1. Press Ctrl+Home to move the insertion point to the top of the document. This step isn't essential, but it ensures you will search your entire document when needed.
2. Press Ctrl+H or click Replace in the Editing Group of the Home tab. The Find and Replace dialog box opens with the Replace tab selected.
3. Type the search text in the Find what text box.
4. Type the replacement text in the Replace with text box. Figure 9.7 shows an example of search and replacement text entered.

   FIGURE 9.7

   Specify both find and replace terms to make selected or global updates.

   

5. Click Find Next to find the first matching instance of the search text. Word scrolls the document and highlights the match in gray.
6. Choose how to handle the found match:
   • Click Replace to replace the first found instance and find the next.
   • Click Replace All to replace all matching instances.
   • Click Find Next to skip the match without making a replacement and find the next match.
7. In the message box that tells you the search is complete, click OK. If you used Replace All, the message box includes a count of the number of replacements made.

Using Search Codes

In addition to entering text in the Navigation pane's Search document text box, and the Find what and Replace with text boxes in the Find and Replace dialog box (on both the Find and Replace tabs), you also can type certain codes that enable you to match special characters such as the paragraph mark, tabs, line breaks, page breaks, and a variety of other characters or patterns that a plain search text won't. For example, if you have an old document where the writer pressed Enter twice after every paragraph, you can replace the double paragraphs by entering ^p^p in the Find what text box and a single code for one paragraph, ^p, in Replace with.

These search codes sometimes are mistakenly called wildcards. In Word, wildcards are a different type of shortcut. You'll read about wildcards a little later in this chapter. They are extremely powerful and versatile, but can be a bit difficult to grasp. Search codes, on the other hand, are somewhat more accessible and easier to understand and use. Where it makes sense, you'll find examples showing how these search codes might be useful.

In the sections that follow, I've tried to be as specific as possible about what codes you can use where. Search code usage is not always the same in both the Find what and Replace with text boxes. In addition, in some cases, a code won't work when the Use wildcards search option is enabled. The heading for each section indicates whether the codes there work with wildcards.

Find what and Replace with codes (Use wildcards on or off)

The codes in Table 9.1 can be used in either the Find what or Replace with text boxes, and the Use wildcards option can be on or off.

TABLE 9.1 Codes That Work in Find What and Replace With (Use Wildcards On or Off)

Find what and Replace with (Use wildcards off): paragraph mark

The code for paragraph marks is ^p. This code is typically used to find the beginning or end of paragraphs, as well as to “clean” text that contains extraneous empty paragraphs.

Example: ^pt would match paragraphs that begin with the letter t. Or find ^p^p and replace with ^p to remove extraneous empty paragraphs. An alternate code for the paragraph is ^13.

Find what field only (Use wildcards off)

The following codes work only in the Find what text box because they mean “any _ _ _ _ _”—such as any character, any footnote, or any graphic. Table 9.2 lists these types of codes.

TABLE 9.2 Codes That Work in Find What Only (Use Wildcards Off)

Codes that work only in the Replace with box (Use wildcards on or off)

Two of the most useful codes can be used only in the Replace with box, but they can be used regardless of whether Use Wildcards is enabled. These two allow for some of the most powerful find/replace editing you can do with Word.

Clipboard contents

The code for Clipboard contents is ^c. The Clipboard, as you know, can hold a tremendous amount of text, graphics, and formatting. One possible use of this facility is to include an arbitrary replacement symbol or token for text and/or graphics that will be provided later. This can be especially useful when you will need to include the item in more than one place in a document. When the material is ready, simply copy it to the Clipboard. Then put the token into Find what and ^c into the Replace with field. Note that “clipboard” in this case refers only to the top item in the Office Clipboard, the item that was most recently copied or cut. However, the contents can come from anywhere in Windows.

Find what matching text

You can think of ^& as the “ditto” code. Regardless of how complex the Find what pattern is, ^& will contain the text that actually matched it. For example, if you were searching for ^$^#^#^#^#, i.e., any letter followed by any four numbers, then ^& becomes the actual text that matches that. On successive hits it might be S4122, T4523, a6678, and so on. You can then use ^& in the Replace with box along with other characters.

Suppose you're trying to place brackets around every part number in a large document. Set Find what to a pattern that matches the part number pattern (for example, ^#^#^#^^#^#^#^# for numbers like 908-5534 and 324-8776), and put [^&] in the Replace with box. Whatever number matches the pattern will be replaced by the same number enclosed in brackets.

Options for Special Find and Replace Actions

The options in the Find and Replace dialog box and the Find Options dialog box for the Navigation pane provide a number of options that greatly expand find and replace functionality, utility, and power. Some of these options are explicitly designated using check boxes. Others are implicit, based on the “environment” in which you are searching, such as whether text is selected, as well as the nature of the selection.

Search within selected text (Find in)

You've already seen what happens when a word is selected when you press Ctrl+F and the Search document text box is empty. The same applies when you press Ctrl+H or start Advanced Find. However, you can use the Find and Replace dialog box to perform a find or replace only within a preselected area of text in the document. This doesn't work with the Navigation pane.

Select the text to search, and then start a find or replace using the Find and Replace dialog box. Click the Find in button, and then click Current Selection as shown in Figure 9.8. Word initially shows a gray highlight behind all matches in the selected area. You can then run the find or replace operation as normal.

FIGURE 9.8

You can make a selection and search only within it.

Reading Highlight

Click Reading Highlight and then Highlight All to apply temporary highlighting to all parts of the document that match the Find what text or pattern. It's “temporary” because the next time you use the highlighting tool directly, the Reading Highlight goes away. You can also clear the highlighting by reopening the Find and Replace dialog box if needed and choosing Reading Highlight Clear Highlighting.

More or Less

Figure 9.8 shows the Find and Replace dialog box in its minimalist state. In many, if not most, instances, this is all you'll need to see. If you don't see what you want, click the More button. Figure 9.9 shows how the dialog box expands. Clicking the Less button returns the dialog box to its prior smaller size. The sections that follow explain each of the options that appear.

FIGURE 9.9

Click the More button to reveal the Find and Replace options.

Search direction

You use the Search drop-down list to control the search direction. If no text is selected it defaults to All, which means that Word will search from the insertion point forward, wrap back to the beginning, and stop at the insertion point. Down searches from the insertion point to the end of the document, and Up searches from the insertion point toward the beginning.

Match case

This option tells Word to match the exact capitalization specified in the Find what box. For example, by default, setting Find what to the will match “the” no matter how it appears in a document: The, THe, Thee, these, THEATRE, the, other, and narthex. With “Match case” enabled, the same “the” would match only these, the, other, and narthex. An additional option enables you to narrow the focus to whole words only.

Find whole words only

Use this option to find whole words. From the preceding example, with this option enabled, “the” now matches only the word the. You could combine the Whole Words option with Match case to try to locate only the word The (for example). For maximum utility, you might combine the Whole Word option with other search terms if you want to find the word The when it's not at the beginning of a sentence.

Use wildcards

The Use wildcards option enables the use of a special set of operators to enhance your searches. When Use wildcards is enabled, different rules and different codes apply, although, as indicated earlier in this chapter, some codes work regardless of the Use wildcards setting.

For Find what and Replace with, note that the Special drop-down list changes depending on which text box is selected. We'll look at each in turn.

Find what codes

To see a list of the special codes allowed in the Find what box when Use wildcards is enabled, click More if necessary, click in the Find what field, and then click Special at the bottom of the expanded Find dialog, as shown in Figure 9.10.

There is one very important thing you need to know about Find What when using wildcards: Every actual search character specified in the Find what box is case-specific. For example, if you type an m, Word will match only m, and not M. Remember this. I will explain later why some searches don't work and need to be made smarter.

Of the Find what Special codes shown, only the top listed are actually wildcard operators, because the others match the specific characters indicated. When “Use wildcards” is selected, use the Special list to insert characters for searching (at least until you become familiar with them), as some of them are different from what you use to search when “Use wildcards” is not enabled.

The search operators are used to search for a wide and flexible variety of text patterns. Most of them can be used in combination to achieve even more powerful searching capabilities.

FIGURE 9.10

Click Special to see a list of codes that are allowed in Find what when Use wildcards is enabled.

Any Character: ?

In a non-wildcard search, the code for any character is ^?. For wildcard searches, omit the caret (^). For example, to match all five-letter words beginning with m and ending with h, specify the Find what as m???h.

However, is that really correct? No, it's not. That's because ? can be any character, not simply a letter. Hence m???h would match not only mitch and motch, but also m123h. On the other hand, because the wildcard-enabled Find what box is case-specific, the pattern shown won't match Mitch, Match, or Motch. To build the correct search, use the range [a-z] feature, explained below.

Character in Range: [ - ]

There is an inherent order to the characters you use on your computer. To see that order, choose Insert Symbols Symbol More Symbols Symbols tab, then choose (normal text) from the Font drop-down list (see Figure 9.11). Note that A is selected. Near the bottom, the from field is set to ASCII (decimal), and the Character code text box displays 65. If you click the letter B, the code becomes 66. The code for a lowercase a is 97, b is 98, and so on.

FIGURE 9.11

Use the Symbol table to determine what characters are in specific ranges.

For example, if you try to specify a range of [G-A], that's not a valid range, and Word displays an error message saying so. However, [A-G] is a valid range, and would match any character from A to G.

In non-wildcard searches you can specify ^$ to match any letter. To succinctly specify “any letter” in a wildcard search, you might try [A-z]. However, that will also match the characters [, , ], ^, _, and ‘.

What you're really looking for is [A-Z] and [a-z]. You can specify that using [A-Za-z]. Another interesting thing about ranges is that they're a bit more powerful and embracing than sets. For example, recall that [aeiou] doesn't match any accented vowels. Well, the range [a-z] does match the accented lowercase vowels, but it also matches many more characters.

Beginning of Word: <

The < operator is used to match the beginning of a word. For example, <ton would match ton, tongue, tone, toner, and so on. This can be useful when you're trying to locate words in which ton doesn't occur in the interior of a word, such as Newton, stone, and Estonia.

End of Word: >

The > operator is used in the same way as the < operator, but to find letters or patterns that occur at the end of words. For example, [uU]> would match only words that end in the letter u, regardless of case.

A common use for < and > is to use them together to find whole words. This can be especially useful because, as noted previously, when wildcards are used, the Find whole words only option is unavailable. Moreover, < and > let you carefully target which whole word you're looking for. For example, entering ing a < car > in Find what would let you match the trailing portion of driving a car, while not matching Seeing a careless plan.

Expression: ( )

Recall the ^& search operator, which inserts the matching text into the Replace with box. The () operators enable you to divide the Find what matching text into distinct components so you can rearrange them. The () operators are used in conjunction with the Replace with operator. Use , replacing the n with a number, to refer to each component between () operators in the Find what text box; for example, if you enclose three items in () in Find what, you can refer to them as 1, 2, and 3 respectively in the Replace with text box. This can be especially useful when you're working with lists that aren't in tables, when you need to swap the order of the components, or when you have to insert a required component.

For example, suppose you work for a firm named “White Williams and Robinson.” The partners have reached a new agreement to list their names alphabetically in the company name, making the new name “Robinson White and Williams.”

To make this replacement throughout a document, you could set Find what to (White) (Williams) (and) (Robinson). This breaks the name into four expressions, which you can now refer to as 1, 2, 3, and 4, with each numbered code representing its expression's respective order from left to right.

So, to change “White Williams and Robinson” (1 2 3 4) to “Robinson White and Williams,” you would then enter 4 1 3 2 in the Replace with text box, and then use Find Next and Replace to make each replacements.

If you include other wildcards in the expressions and other text and punctuation in the Replace with string, this creates an almost endless array of possibilities when you're using Find and Replace to perform complex editing chores. Keep in mind, however, that it sometimes takes a bit of experimenting to get it just right, and that Replace All might give you results you aren't expecting. Always check your results by using Replace, rather than Replace All, at least until you're positive you'll get the results you want.

Not: [!]

Use the ! operator inside brackets to tell Find not to match a given character or range. For example, the Find what expression [!0-9] [0-9] [0-9] [0-9] [!0-9] can be used to match only three-digit numbers. Without the leading and trailing [!0-9] expressions, you would match three digits wherever they occur, including multiple locations within any number with four or more digits.

Another inventive use might be to look for the use of the letter q where it's not followed by a u. For this, specify the Find what expression as [Q][!Uu]. If you were writing a treatise on the Middle East, this might enable you to quickly focus on transliterated proper names so you could scrutinize their spelling more carefully.

Num Occurrences: { , }

This special search item can be used expression is used to shorten Find what expressions by letting you specify the number of times the character or expression preceding it occurs. Naturally, it would be silly to use e{2} to search for two es. Simply use ee. However, if you needed to search for exactly 25 consecutive es, then e{25} is more efficient. Practically speaking, you may use this more often to search for repeated numbers or other non-letter characters. You can include the comma and another number after it as needed, resulting in three different ways to use special search code; for example, if you are searching for repeated 0 characters (zeros), you could make the following Find what entries:

• 0{3} finds exactly three consecutive zeros, as in 000.
• 0{3, } finds three or more consecutive zeros.
• 0{3, 5} finds instances of between three and five consecutive zeros.

0 or More Characters: *

The * wildcard is extremely useful in looking for larger patterns. For example, suppose you want to embolden the word When anytime it occurs at the beginning of a paragraph. The expression ^13When*^13 will match and select any paragraph that begins with the word When, along with the paragraph mark that precedes it. If you omit the opening ^13, however, then *^13 matches any occurrence of When up to the first paragraph mark that follows it, even if When isn't at the beginning of a paragraph.

If it matches the preceding paragraph mark, how would you separate out the target paragraph and the extraneous paragraph mark? You would use the grouping and rearranging operators, () and . For example, if you specify (^13)(When*^13), then 1 is the extraneous paragraph mark, and 2 is the target paragraph that begins with When.

We're still left with the question of how to apply bold just to the word When. Now is when you have to get creative and combine the different techniques. Remember that ^c places the Clipboard contents into the Replace with box. First, copy a bold occurrence of When to the Clipboard. Next, rephrase the Find what expression so that you isolate the word When as a grouping expression. Do this with (^13(When)(*^13). Finally, specify Replace with as 1^c3, as shown in Figure 9.12.

FIGURE 9.12

Creative use of wildcard operators can save editing time.

Replace with codes

The preceding section focuses on the Find what codes. Codes that work in the Replace with field with wildcards enabled are shown in Figure 9.13.

FIGURE 9.13

The available Special codes that can be used in the Replace with field change when Use wildcards is enabled.

Three of these are especially useful in wildcard searches and were already explained earlier in this chapter: , Clipboard contents (^c), and Find what text (^&). For a detailed explanation of each of these, see the “Expression: ( ),” “Clipboard contents,” and “Find what matching text” sections, respectively.

Sounds like (English)

The Sounds like (English) option matches homonyms and phonetically “correct” inventive spellings. It works fairly well, but not perfectly. While surfboard matches surphbored, surfbored doesn't.

Find all word forms (English)

This option is designed to find all forms of words that have the same root as the search text. For example, in theory, react would match reacted, reacts, reacting, reaction, and reactionary, but it doesn't match the latter two. In general it tends to match verb forms fairly well, but doesn't do very well with nouns, adjectives, and adverbs.

Match prefix and Match suffix

These two options effectively enable you to target words beginning or ending with specific patterns, without having to use more complicated search specifications. With Match prefix enabled, a Find what entry of dis matches all words that begin with dis, while at the same time preventing matches when dis occurs elsewhere in the word. For example, it would match disappointing, disillusionment, and dissection, but would not match TARDIS, indistinguishable, or antidisestablishmentarianism.

The Match suffix option works for suffixes. For example, in a philosophical work, it might be useful for finding all words ending with ism. Just don't mistake prism or isomorphism for communism and totalitarianism.

When you're using the Use wildcards option, Sounds like, and Find all word forms (English), both Match prefix and Match suffix are disabled. You can use Match prefix and Match suffix at the same time. You will quickly discover, however, that you will never match anything at all—not even ionization. This is called a bug.

Ignore punctuation characters

This option tells Word to ignore punctuation characters that intervene in a word's spelling. For example, suppose a document uses things like char(act)er or dis“appoint”ment to make a point or stress something about a word. Ordinary searching for character or disappointment would find neither. By enabling Ignore punctuation characters, you tell Word to find dis“appoint”ment. However, it can't find char(act)er. That's because “(“ and ”)” aren't considered punctuation characters for this purpose.

Punctuation characters that are ignored include the following: commas, semicolons, periods, question marks, exclamation marks, forward slashes (/), quotes (single and double, smart and dumb), and the hyphen (simple -, but not the em dash or en dash).

Ignore white-space characters

Use this option to find words that might be broken up by spaces, optional hyphens, or tabs. For example, with this option enabled, a search for direction would match direct[space] ion and direc[tab]tion. This can be useful in searches for specific words in imported or converted text that might not be perfectly formed, or that might have irregular spacing because of the way it was presented in another word processor or on the Web. This option does not ignore nonbreaking spaces, nonbreaking hyphens, em spaces, or en spaces, however.

Ignore white-space characters and Ignore punctuation characters can be combined for even more useful searching. When you're looking for a word or a name in a long article, for example, you might paste the article into Word just so you can use this feature to bypass “garbage” that sometimes prevents an ordinary search from finding something you know is there.

Finding and Replacing Formatting

One of Word's greatest strengths is its ability to both search for formatting in the Find what box and apply formatting using the Replace with box. To use formatting in find/replace operations, click the More button to expose the full dialog box, click in either Find what or Replace with, and then click the Format button in the bottom-left corner, shown in Figure 9.14.

FIGURE 9.14

Use the Format button in the Find and Replace dialog box to specify formatting to search for or apply.

For example, to search for text that has been highlighted, click in the Find what box and type the text you're looking for. Choose Format Highlight. As shown in Figure 9.15, the formatting to be included in the search appears under the Find what box.

FIGURE 9.15

When formatting is included in a search, the Format indicator appears under Find what and/or Replace with.

Suppose you also want to remove highlighting. Click in the Replace with field, type the text, and choose Format Highlight twice. The first time displays Highlight in the Replace with box's Format area; the second time adds the word “Not.”

At the same time, you can not only remove the highlighting, but also make all the matching text that was highlighted bold. To do that, choose Format Font, and use the Font dialog box to select Bold from the Font style list, then click OK; or you could instead press Ctrl+B. You can add some attributes to the Find what and Replace with boxes using keyboard shortcuts instead of having to use the Format option. This can save time, as well as screen real estate, because you don't need to click More for such attributes.

Unfortunately, highlighting's normal shortcut (Alt+Ctrl+H) does not work in the Find and Replace dialog box. Several keyboard shortcuts do work in the Find and Replace dialog box, however. They are shown in Table 9.3.

TABLE 9.3 Formatting Keyboard Shortcuts That Work in Find and Replace

Action/Command	Shortcut key
Clear all character formatting	Ctrl+Spacebar
Subscript	Ctrl+=
Superscript	Ctrl+Shift+=
Single space	Ctrl+1
One and a half space	Ctrl+5
Double space	Ctrl+2
Bold	Ctl+B
Double underline	Ctrl+Shift+D
Centered	Ctrl+E
Hidden text	Ctrl+Shift+H
Italic	Ctrl+I
Justified	Ctrl+J
Small caps	Ctrl+Shift+K
Left aligned	Ctrl+L
Clear paragraph formatting	Ctrl+Q
Right aligned	Ctrl+R
Underline	Ctrl+U
Word underline	Ctrl+W

Jumping to a Document Location with Go To (Ctrl+G)

The third tab in the Find and Replace dialog box houses the Go To functions. Go To enables you to easily find locations or objects in the document that you can't find with the Navigation pane or Find and Replace. The shortcut key for Go To is Ctrl+G or F5. Like the Find and Replace dialog box's other states, the Go To tab is also non-modal, meaning you can edit your document without dismissing the dialog box.

Shown in Figure 9.16, the Go to what list is home to a variety of different document elements to which you can go. As you scroll through them, notice that some have additional options that are specific to certain kinds of go-to-able parts of a Word document.

FIGURE 9.16

Most of the Go to what choices enable you to move relative to the current location. Entering +5 here would cause you to jump ahead five pages.

The Go to what list can be set to any of several possible items. Not all of these features are uniquely addressable in this dialog box. You will see some of the alternatives in the following sections so you can get an idea of whether the Go To tab is the best form of transportation for your particular journey.

Another thing to be aware of is that what you see isn't always what you get. Some of the Go Tos offer additional options beyond what the “Enter + and −” instructions tell you.

Page

Go To Page lets you jump to any page in the current document. As with many of the Go To items, you can specify page numbers absolutely or relatively. For example, +25 would cause you to jump ahead 25 pages, while 25 would cause you to jump to page 25.

Note, however, that you can have different numbering systems in control in different sections within the same document. Suppose that your document has front matter in Section 1 numbered as i through v, a body in Section 2 numbered as 1 through 12, and back matter in Section 3 numbered as a through c. Page 2 might refer to ii, 2, or b. Go To 2 will take you to page 2 of Section 2 if you specify nothing else, just as using ii or b in the Enter page number field will take you to Section 1 or 3, respectively.

In addition to specifying pages in the way shown, you can specify the section number as shown in Figure 9.17. For example, p2s1 would take you to page 2 of Section 1 (as would s1p2). Entering the word top takes you to the top of the current page, whereas bottom takes you, well, nowhere at all. For some reason Word knows about top, but it doesn't know about bottom (or end either, for that matter).

FIGURE 9.17

You can include a section number along with the page number you specify.

Section

While the Enter page number text box shown in Figure 9.17 is rather liberal in what it can accept, the Section counterpart isn't. Stick with actual and relative section numbers.

Line

Line numbers can be a bit confusing. Most of us don't even think in terms of line numbers, so the fact that something occurs on line 211 in the document isn't even interesting, let alone relevant. However, folks working with legal documents and some others do in fact need to know the answer to “What's the line number?”

Go To Line, however, uses the entire document as its source of line numbers, so if you tell it line 1, then it takes you to the beginning of the document. It doesn't help to tell it p19l1 or l1p19. It throws away everything except for the last number (and any + or − that might be there with it), and takes you to that line number. Hence, p19l1 takes you to line 1, while l1p19 takes you to line 19. Note that the status bar won't tell you the absolute line number in the document. It will tell you only the line number on the current page.

If your document skips lines by using double spacing or Before/After paragraph Spacing, that is not factored in. Word does count extra lines you create by pressing enter or Shift+Enter, page breaks, and section breaks, though.

Bookmark

If you select Bookmark from the Go to what list of the Go To tab of the Find and Replace dialog box, you can select a bookmark from the Enter bookmark name list, and then click Go To to jump to it. Bookmarks are one of the items for which there is another transportation medium: the Bookmark dialog box, shown in Figure 9.18. Unlike the Go To tab's dialog box, the Bookmark dialog box is not non-modal. You cannot type or edit in the document window while the Bookmark dialog box is onscreen.

FIGURE 9.18

The Bookmark dialog box offers additional options for locating, sorting, and displaying bookmarks.

On the other hand, the Bookmark dialog box does let you choose how to sort the bookmarks, as well as whether to display hidden bookmarks (more about those later). The Bookmark dialog box shows you the top dozen bookmarks, perhaps saving you from scrolling, but certainly saving you from clicking a drop-down arrow. You can also add and delete bookmarks from this dialog. Chapter 19, “Enhancing Navigation with Bookmarks, Hyperlinks, and Cross References,” goes into more detail about creating and working with bookmarks.

Comment

Go To Comment is another item for which Go To is not the only or best means of navigation. In the Review tab of the Ribbon, you have the option of navigating either via the Reviewing pane or by using the Next and Previous buttons in the Comments group of the Review tab. You also can open the Navigation pane, click the down arrow button at the right end of the Search document text box at the top, point to comments, and click All Reviewers. Those provide more informed navigation as well. Chapter 26, “Managing Document Security, Comments, and Tracked Changes,” provides more information about working with comments.

Footnote and Endnote

Like comments, footnotes and endnotes also have alternative and better-informed means of navigation. Moreover, if the document is onscreen, you can click on a footnote or endnote reference mark to jump to it, or hover over the mark to read the note as a ScreenTip. The Go To approach can be useful, however, if someone sends you a note asking what you meant in Footnote 1546, because Go To gets you there very quickly. On the other hand, if your document contains over 1,500 footnotes, you have bigger troubles than Go To can solve.

Field

The Go To Field feature is actually pretty neat. Unlike with some of the other Go To features discussed so far, fields do not have other good means of navigation. What makes Go To Field special, as shown in Figure 9.19, however, is that you can filter by field type. For example, if you wanted to examine SEQ fields, REF fields, or whatever, you could limit your focus to just those.

FIGURE 9.19

Using Go To and specifying a field enables you to systematically examine fields of any particular type.

Table, Graphic, and Equation

As with fields, there are no other built-in navigation systems for tables, graphics, and equations, except for the Browse Object buttons (and only for tables and graphics). Because it's non-modal, Go To can be very useful in examining tables, graphics, and equations in reports, letting you quickly survey them for formatting and structural consistency, as well as completeness.

Object

The drop-down list that appears when you select Object in the Go to what list in the Go To tab of the Find and Replace dialog box offers a similar kind of functionality as that offered for fields (see Figure 9.20). It enables you to navigate by object type. For example, if you need to see each embedded Excel worksheet, click that choice and then use the Previous and Next buttons to move between worksheets.

FIGURE 9.20

When Go to what is set to Object, you can choose the kind of object to focus on.

Heading

Like several other Go to what choices, the Heading choice offers less navigational flexibility and functionality than options offered by other Word features, such as Outline view and the Navigation pane.

Summary

In this chapter you've seen the ins and outs of finding, replacing, and going to specific kinds of items contained in Word documents. You've learned how to search using special options and operators, as well as how to use wildcards to customize your own searches. You should now be able to do the following:

• Search for text using the Navigation pane
• Find other types of objects with the Navigation pane
• Set Navigation pane search options
• Start an “advanced” find using the Find and Replace dialog box
• Replace text using the Replace tab in the Find and Replace dialog box
• Find and replace formatting in text
• Use keyboard shortcuts to apply selected kinds of formatting in the Find and Replace dialog box, as well as quickly clear formatting for the next search
• Decide when to use Go To versus other more focused navigational tools for reviewing comments, tables, and other kinds of document elements