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Part 11. Editing Documents > Task 3 How to Find and Replace Text in Documents

Task 3 How to Find and Replace Text in Documents

As you work with a document, you might have to find specific text to read about a topic to refer to the page on which it appears or to replace that text with new text (such as replacing one person's name with someone new). The Find command locates text within the document; the Replace command replaces that text with a word or phrase you supply.

1.
Find Text

To just find text, the document can be in read mode. However, if you plan to also replace text, the document must be in edit mode. Place your cursor at or near the top of the document. Then choose Edit, Find/Replace to open the Find Text in Document dialog box.

2.
Define a Search String

In the Find text box, type the word or phrase you want to find. The text you type is called the search string. Click Find Next to find the first instance of the search string in the document. If that instance isn't the one you're looking for, click Find Next again. After you locate the text you want, click Close.

3.
Refine the Search

To make your search more specific, click Find Options in the dialog box. Select Case Sensitive to find text that exactly matches the capitalization of the search string. Enable Accent Sensitive to match words that incorporate accents, as opposed to words that are unaccented. Select Whole Words to find the search string you entered only when a space precedes and follows the word (so you find “ten” and not “often” when searching for “ten”).

4.
Define the Direction of Search

In the expanded Find Options section of the dialog box, select Wrap at Start/End to continue the search at the top of the document after it reaches the end (useful if your cursor wasn't at the top when you started the search). From Direction, select either Forward to search from your cursor down to the end of the document or Backward to search from your cursor up to the beginning of the document.

5.
Find and Replace Text

To search for and replace text, open the Find Text in Document dialog box and type the text you want to replace in the Find box. Enter the replacement text in the Replace box. Select any necessary options to refine your search; then click Find Next.

6.
Replace the Text

After Notes locates the text you want to replace, click Replace to substitute your replacement text for the search string text. Click Find Next if you don't want to replace that instance of the search string but want to locate the next instance. If you want to replace every instance of the search string without stopping at each one, click Replace All. You will be alerted that Replace All cannot be undone; click OK to continue.

7.
Complete the Search

When Notes has found the last instance of the search string and replaced it, the Find String dialog box appears saying that Notes has finished the search. Click OK.


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