Microsoft Office Guides

In a long document, manually searching for a particular word or phrase can be like hunting for the proverbial needle in a haystack. When you’re seeking out every instance of a word or phrase in a printed document or book, you need a highlighter, a sharp eye, and a jumbo-sized helping of patience. But when you let Word do the searching for you, you’ve got that word or phrase at your fingertips in a matter of seconds. And if you’re searching for text because you need to replace it—because you want to correct the spelling of someone’s name, for example—you can find and replace your search term just as fast.

Searching with the Navigation Pane

New to Word 2010, the Navigation pane helps you find the word or phrase you’re looking for faster and more efficiently, by showing you all instances of the term in context. Here’s how to use it:
1. In the document you’re searching, click Home?Find (Alt, H, FD, F).
The Navigation pane opens on the left side of the screen.
2. In the Navigation pane’s Search box, type the word or phrase you want to find.
Even as you type, Word searches for matching text. It displays matches (in context, wherever they occur) in the main part of the Navigation pane and highlights them in the text. If you continue to type, Word refines its results when you pause again. 3. Scroll through the Navigation pane’s results to find the particular instance you’re looking for. Click the result you want.
Word jumps to that phrase, highlighting it, in the document.
Tip: One of the great benefits of the Navigation pane is that you can use it to search for more than just text. In Word 2010, you can search for graphics, tables, and equations, too. Chapter 3 tells you more about hunting down these items.

Setting Search Options

Searching for a word like “tweet” is straightforward enough. But what if you’re writing a report on The Internet and Birdcalls and want to find just the spot where you mention your firm’s Chief Tweet Officer—and not all the dozens of other instances of plain old, lowercase “tweet”? Head to the far-right side of the Navigation pane’s Search box; from the shortcut menu that appears, choose Options. This opens the Find Options dialog box, shown in Figure 2-6, where you can fine-tune your search with plenty of search options:
• Match case.
Normally, Word ignores upper- and lowercase letters when it searches. If case is important—for example, you’re looking for the month “May,” not the verb “may”—then turn on this checkbox.
• Find whole words only.
A search returns partial matches if this checkbox is turned off. So a search for “but” returns “butcher,” “butter,” “butler, ” “abut,” and so on. If you want your results to list only the word you typed, turn on this checkbox.
• Use wildcards.
In poker, when deuces are wild, they can stand in for any card. In Word, wild-cards work the same way—they stand in for any character or group of characters. When you turn on this checkbox, a question mark (?) serves as a wildcard for any character, and an asterisk (*) serves as a wildcard for any group of characters. So “wa?” returns “wad,” “was,” “war,” and similar words, and “w*t” returns “wart,” “what,” “wait,” “went,” “warrant,” “widget,” “without,” and so on.
• Sounds like (English).
Not great at spelling? You’ll love this option. Turn on this checkbox, type in your search term—sounding it out the best you can—and Word shows you matches that sound like what you typed. With this option turned on, a search for “poseshun” finds “possession,” for example.
• Find all word forms (English).
With this turned on, you can search for “have” and get all forms of that verb—“has,” “have,” “had,” “having”—in your results.
• Highlight all.
When this checkbox is turned on, Word highlights all your search term’s matches in the document. If you turn it off, Word highlights a match only as you click on it in the Navigation pane’s results.
• Incremental find.
This checkbox, turned on by default, tells Word to start searching for text even as you type in your search term.
Note: To use incremental find, you have to have the “Highlight all” checkbox turned on.
• Match prefix.
This is a good choice when you’ve got a word on the tip of your tongue and can only remember how it starts. Turn on this checkbox to find matches to the beginnings of words—for example, if you want a search for “pe” to return “petunia,” “pert,” and “pernicious,” but not “ape” or “type.”
• Match suffix.
This matches the ends of words. So you’d turn it on if you want to find all words that end in “ing,” such as “standing” and “running,” but don’t want results like “ingot” or “twinge.”
• Ignore punctuation characters.
Turn this on when you want Word to ignore hyphens, apostrophes, and other punctuation marks when searching. For example, searching for “backup” would include “back-up” in the results.
• Ignore white-space characters.
When turned on, this checkbox tells Word to ignore spaces, tabs, paragraph marks, and other non printing characters in its search, so a search for “rundown” would include “run down” in the results.
Turn on the check box of any option you want to apply to your search. If you want your future searches to retain these options, click Set As Default. To use the settings just for this session, click OK.

Searching with the Traditional Find and Replace Dialog Box.

If you prefer the familiar Find and Replace dialog box from previous versions of Word, you can still search that way in Word 2010. To bring it up, just follow these steps:
1. Click Home?Find (Alt, H. FD, F).
Word opens the left-hand Navigation pane.
2. At the right side of the Search box, click the downward-pointing arrow beside the magnifying glass.
A shortcut menu appears.
3. Select Find.
Word opens the Find and Replace dialog box, with the Find tab selected.
4. Type in the word or phrase you want to search for, and then click Find Next.
Word jumps to the next match to your search term and highlights it.
5. If this is the match you want, click Cancel to close the Find and Replace dialog box. If it’s not the one you’re looking for, keep clicking Find Next until Word has jumped to the right one. When you’re finished, click Cancel.
Word closes the Find and Replace box.
Tip: To refine your search, click the More button. The Find and Replace box expands, showing you the same choices you get when you open the Find Options dialog box in the Navigation pane (minus “Highlight all” and “Incremental find”).
If you want Word to highlight all examples of your search term in the document, follow steps 1–3 above. In step 4, after you’ve typed in your search term, click Find In, and then select Main Document. Word highlights all matches and tells you how many it found.
Tip: To find all matches within a limited section of the document, select the part of the document you want to search, and then follow steps 1–3 above. In step 4, type in your search term, click Find In, and then choose Current Selection. Word finds all matches for the term in the part of the document you selected.

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