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Find and replace in Microsoft Word

Author: Celia Taylor

Affiliation: University of Huddersfield

Date written: May 2005

 

 

 

 

Symbols and Conventions

 

'Find and replace' is a tool in Microsoft Word that can quickly search for text in a document and if required replace this text with a specified alternative. This is a useful tool for the qualitative researchers to:

Find where a particular word/phrase appears in the text

Formatting a transcript or anonymising a transcript (replace all references to the informants real name with an alias).

Using Find

  1. Open your document in Microsoft Word
  2. click Edit:Find (which has a pair binoculars as an icon)
  3. The Find and Replace dialog appears. See Figure 1.
  4. Type in the text you are searching for in the 'Find what:' box
  5. You can then chose if you you search for the next time the word occurs by clicking on Find Next button. Or find all occurrences of that word by ticking the Highlight all items found in: box and then select from the drop down menu below whether you want to search the whole document or a selected area.
  6. The More button provides further search alternatives such as match case or find whole words only.

 

Microsoft Word Find dialog

Figure 1. Microsoft Word Find dialog

Using Find and Replace

  1. Open your document in Microsoft Word
  2. click Edit:Replace
  3. The Find and Replace dialog appears. See Figure 1.
  4. Type in the text you are searching for in the Find what: box and the text you want to replace it with in the Replace with: box.
  5. To chose replace each occurring text one by one click Find Next: button and then the click Replace button.
  6. Or you can do find and replace all occurrences automatically, click Replace All button.
  7. The More button provides further search alternatives such as match case or find whole words only

 

Microsoft Word Replace dialog

Figure 2. Microsoft Word Replace dialog