How to search for text in word

@howtogeek
Aug 29, 2018, 3:00 pm EST | 2 min read

Have you ever finishing typing a letter, report or presentation only to discover that you misspelled a person’s name or had the wrong company listed multiple times throughout your document? No worries—it’s an easy fix. Using Word’s Find and Replace feature, you can quickly locate and replace text. Let’s see how it works.

Switch over to the “Home” tab on Word’s Ribbon and then click the “Replace” button.

This opens Word’s Find and Replace window. In the “Find What” box, type the word or phrase you want to locate. If you only want to find text in your document, you can go ahead and click the “Find Next” button to have Word jump to the next occurrence of that word. Keep clicking it to browse through all the results.

If you want to replace the text you find with something else, type the replacement text into the “Replace With” box. You can enter up to 255 characters in the both the “Find What” and “Replace With” boxes, by the way.

In this example, let’s say we want to replace the name “Williams” with the name “Billingsly”, so we’ve typed that text into the respective boxes. Next, we’d click the “Find Next” button to have Word locate the first instance of the text in the “Find What” box.

Word jumps the document to that point and highlights the result in gray, still keeping the Find and Replace window on top for you. Click the “Replace” button to replace the currently selected result with whatever text is in the “Replace With” box.

To replace all instances at once without stopping and reviewing each one, you can click the “Replace All” button.

Be careful when using “Replace All” because it will automatically replace all instances, including those you might not want to replace. In the example below, there are three more instances of “Williams,” but we only want to replace the next two. In this case, we would only click “Replace” for the second and third instance.

If there is a particular instance where you don’t want to replace the text, click “Find Next” as many times as needed until you come to an example where you need to replace text.

To exit from Find and Replace, click the “Cancel” button.

Of course, since it is Word we’re talking about here, there are also lots of other things you can do to make your searches more sophisticated:

• Use wildcards in your searches to narrow them down to more specific results.
• Search directly within Word’s Navigation pane to have Word show you which headings have your search terms included under them.
• Replace double spaces between sentences with single spaces.
• Search for specific formatting or special characters.

The basic of searching and replacing text in Word are pretty straightforward, but there’s a lot you can do with it once you start digging.

@Marshall_G08
Feb 26, 2020, 9:00 am EST | 1 min read

Microsoft Word provides a feature that allows you to search for text within a document. You can also use advanced settings to make your search more specific, such as case matching or ignoring punctuation. Here’s how to use it.

Finding Text in a Word Doc

To search for text in Word, you’ll need to access the “Navigation” pane. You can do so by selecting “Find” in the “Editing” group of the “Home” tab.

An alternative method to accessing this pane is by using the Ctrl + F shortcut key on Windows or Command + F on Mac.

With the “Navigation” pane open, enter the text you want to find. The number of instances that text appears throughout the document will be displayed.

You can navigate through the search results by selecting the up and down arrows located beneath the search box or by clicking directly on the result snippet in the navigation pane.

Setting Advanced Search Features

The caveat with the basic search function is that it doesn’t take into account many things such, as the case of the letters in the text. This is a problem if you’re searching a document that contains a lot of content, such as a book or thesis.

You can fine-tune these details by going to the “Editing” group of the “Home” tab, selecting the arrow next to “Find,” and selecting “Advanced Find” from the drop-down list.

The “Find and Replace” window will appear. Select “More.”

In the “Search Options” group, check the box next to the options you want to enable.

Now, the next time you search for text in Word, the search will work with the selected advanced options.

@rothgar
Updated Aug 14, 2017, 10:15 pm EST | 1 min read

Many of us rely on Windows Search to find files and launch programs, but searching for text within files is limited to specific file types by default. Here’s how you can expand your search to include other text-based files.

We have shown you some advanced search operators using Windows Search before and even how to change which files are indexed and how to rebuild your search index. But what about searching for text inside of .html, .php, .js, and other text-based web and scripting files? Windows search allows you to include other file extensions in its index with a few simple clicks.

This technique works in Windows 10, 8, 7, or even Vista. The screens might look a little different, but it’s the same basic process on all versions.

Hit Start, type “index,” and then click the “Indexing Options” result.

In the “Indexing Options” window, click the “Advanced” button.

In the “Advanced Options” window, switch to the “File Types” tab. Select the extension for the file type you would like to include in content searches, and then select the “Index Properties and File Contents” option under the list. The text in the “Filter Description” column should change to reflect whatever filter is used to open that file type by default. In our example, we’re selecting the BAT extension, so the filter type changes to “Plain Text Filter.”

If you don’t find file type you’re looking for on the list, it means no app is set as the default handler for that file type. To add the file type, type the extension in the “Add New Extension to List” box and then click the “Add” button. By default, Windows Search will use a plain text filter to search the contents of those types of files, since another app is not associated.

After the index is rebuilt, searching for text inside one of the new file types should now show results.

If you’d like to always search within file contents for a specific folder, navigate to that folder in File Explorer and open the “Folder and Search Options.”

On the “Search” tab, select the “Always search file names and contents” option.

After the index rebuilds, searches in that folder will automatically include file contents.

Use the word processor’s search function to locate text and more

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What to Know

• Basic word search: Go to the Home tab. Select Find and enter the text for the search.
• Advanced search: Go to Home >Find. Choose the search drop-down arrow. Select Options and select your criteria.

This article explains how to search for text in Microsoft Word. The information applies to Word 2019, Word 2016, Word 2013, Word 2010, Word Online, and Word for Microsoft 365.

How to Do a Basic Word Search in MS Word

Microsoft Word includes a search function that makes it easy to search for different elements in a document, including text. Use the basic tool to look for instances of a specific word, or the advanced options to perform tasks such as replace all instances of a word with another one or search for equations.

To run a basic search for a specific word or phrase in Word:

Go to the Home tab and select Find, or press Ctrl+F.

In older versions of Microsoft Word, select File > File Search.

In the Navigation pane, enter the text you want to search for. A list of matching words displays in the Navigation pane and instances of the word are highlighted in the main document.

Cycle through the results in the Navigation pane in one of three ways:

• Press Enter to move to the next result.
• Select a result with the mouse.
• Select the Up and Down arrows to move to the previous or next result.

Make any changes or edits to the document as needed.

Select the Down arrow to move to the next instance of the word.

Match Case, Whole Words Only, and More

Beyond searching for every instance of a word, you can get more specific about what you want to find. For example, to find whole instances of a word and not every word that contains the letter combination or to find instances of a word that aren’t capitalized.

Here’s how to do an advanced search:

Select Home > Find.

In the Navigation pane, select the Search drop-down arrow.

Choose Options.

In the Find Options dialog box, choose the description that best fits what you’re trying to find. For example, to find instances of a word with the same capitalization, select Match case.

Select OK.

Use Advanced Find

Many of the choices available in the Find Options dialog box are also available in Advanced Find. Advanced Find includes the option to replace the text with something new. Based on your selection, Word replaces one instance or all instances at once. You can also replace the formatting, or change the language, paragraph, and tab settings.

Find Instances of Other Elements

Other options in the Navigation pane include searching for equations, tables, graphics, footnotes, endnotes, and comments.

Searching for and finding one or more specific words in a file can depend on the software program used to open and view the contents of the file. Many programs contain an Edit, Options, or Search menu which includes a Find feature used to search for one or more words that the file may contain. Other programs may have a Ribbon menu at the top of the program window, and the Find option is available in that Ribbon menu. Below is a list of popular programs and how to find text in the files they open.

In many applications, you can use the Ctrl + F shortcut keys to open the Find option. On an Apple running macOS, you can use Command + F to open the find option.

• Finding text in a Word document.
• Finding text in an Excel spreadsheet.
• Finding text in an Internet browser.
• Finding text in Notepad and WordPad.
• Finding text in all other programs.

Finding text in a Word document

The Ctrl + F and Command + F keyboard shortcut keys also work in Microsoft Word.

In Microsoft Word, older versions featured the Edit menu, and the Find option is found in that menu. Newer versions of Word feature a Ribbon, and the Find option is found on the Home tab, at the far right side.

In the find pane on the left side of the window, search the document for text. If you need advanced options, click the down arrow next to the Find for an Advanced Find.

If you want to replace the found text, click the Replace option, located below Find. For additional details about finding and replacing text in a document, see: How to find and replace text within a text file.

To get even more find options in the Find and Replace click the More button (if shown) to get more options that should resemble the picture shown below.

With the more advanced options, you can perform additional searches that use wildcards, match the case, and the other options shown in the above picture.

Finding text in an Excel spreadsheet

The Ctrl + F and Command + F keyboard shortcut keys also work in Microsoft Excel and other spreadsheet programs.

In Microsoft Excel, older versions featured the Edit menu, and the Find option is found in that menu. Newer versions of Excel feature a Ribbon, and the Find & Select option is on the Home tab, at the far right side as shown in the picture.

Once the Find or Find and Replace box opens, you can specify the text to search for in your spreadsheet.

If you want to replace the found text, click the Replace option, located below Find. For additional details about finding and replacing text in a document, see: How to find and replace text within a text file.

Finding text in an Internet browser

The Ctrl + F and Command + F keyboard shortcut keys also work in all Internet browsers. After entering the shortcut keys, a find box appears in the top-right corner, bottom, or in the center depending on your browser. Entering the text you want to find highlights the text or move the window to the text on the page you are currently reading.

Finding text in Notepad and WordPad

The Ctrl + F and Command + F keyboard shortcut keys also work in Microsoft Notepad and Microsoft WordPad.

The shortcut keys and Find option do not work in Notepad or WordPad until there is text in the page you are viewing.

In Notepad and early versions of Windows WordPad, you can also locate the Find under the Edit file menu option. In new versions of WordPad that use the Ribbon, you can find the Find option on the far right side of the Home tab on the Ribbon. Once the shortcut key opens Find or you click the Find option in the Ribbon, you can enter the text you want to find in the file.

If you want to replace the found text, click the Replace option, located below Find. For additional details about finding and replacing text in a document, see: How to find and replace text within a text file.

Finding text in all other programs

As previously mentioned, the Ctrl + F and Command + F keyboard shortcut keys work in most applications. If you have not already tried this shortcut key, we recommend trying the shortcut key before following any of the below suggestions.

Text editing programs most often feature an Edit or Search menu, and the Find option is found in that menu. Some Internet browsers have the Edit menu, while others have a general Options menu, with the Find option located in either of those menus.

If you do not see the File, Edit, or View menus, because your program does not have a menu bar, you can try pressing Alt to reveal the menu bar. When it appears, you can select the menu you want.

After opening the Find option, type in one or more words that you want to search for and find in the file. After typing the text, the first occurrence of that text may automatically be highlighted. You may need to press Enter to display the first occurrence of the text. If there are multiple occurrences of the text, pressing Enter or clicking a Down arrow button on the Find window should display the next occurrence. Continue pressing Enter or the down arrow to cycle through each occurrence in the file.

Can’t find a specific word or phrase in a message? Here’s what to do

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What to Know

• Outlook 2019, 2016, 2013: In a message, go to the Format Text or Message tab. Select Find. Enter the search text next to Find What.
• Outlook 2010, 2007, 2003: Open a message. Press F4 or Find. (Outlook 2003 use Edit >Find.) Select search options and choose Find Next.

This article explains how to search inside a message in Outlook. Instructions are supplied for Outlook 2019 through Outlook 2013. Additional information is given for highlighting all instances of a term in a message.

Search Within a Message in Outlook

If you show email messages as a conversation in Outlook, the thread can become long. If you paste content into new messages, this text may need to be revised or formatted. When you want to find specific text in a message, use the Outlook Find and Replace tools to highlight the text inside the message.

For Outlook 2019, 2016, and 2013

To find specific text inside an email in Outlook 2019, 2016, and 2013:

Double-click a message, create a new message, reply to a message, or forward a message.

In the message window, go to either the Format Text tab or the Message tab.

In the Editing group, select Find.

In the Find and Replace dialog box, place the cursor in the Find what text box and enter the word or phrase you want to find.

Select Find Next to locate the first instance of the word or phrase.

To find and highlight all the instances of the word or phrase at one time, select Find In > Main Document.

Select Find Next to move to each subsequent instance of the word or phrase.

Select Cancel when you’re finished.

For Outlook 2010, 2007 and 2003

To find specific text inside an email in Outlook 2010 and 2007:

Double-click the message to open it in its own window.

You cannot search inside a message that displays in the Outlook preview pane.

Press F4 or click Find in the message’s toolbar (the Message ribbon must be active and expanded). In Outlook 2003, select Edit > Find from the menu.

Select your search options.

Click Find Next to find all occurrences of your search terms in the message.

To use the Edit > Find Next menu item in Outlook 2003, keep the Search dialog box open.

Close the Find dialog box when you’re finished.

Find and Highlight Text on the Screen

To visually scan for every occurrence of a word or phrase in an email, instruct Outlook to highlight every instance of a specific word or phrase. Although the word or phrase is highlighted throughout the email, the highlighting doesn’t show when the document is printed.

Here’s how to show highlighted text in a message:

Open the message in a separate window.

Go to either the Format Text tab or the Message tab.

In the Editing group, select Find.

In the Find and Replace dialog box, place the cursor in the Find what text box and enter the word or phrase you want to highlight.

Select Reading Highlight > Highlight All to highlight all instances of the word or phrase.

The text remains highlighted (even after the Find and Replace dialog box is closed) until you turn off highlighting.

To turn off the highlighting, select Reading Highlight > Clear Highlighting.

Select Close to close the Find and Replace dialog box.

Last Updated: November 25, 2020 References

This article was co-authored by Luigi Oppido. Luigi Oppido is the Owner and Operator of Pleasure Point Computers in Santa Cruz, California. Luigi has over 25 years of experience in general computer repair, data recovery, virus removal, and upgrades. He is also the host of the Computer Man Show! broadcasted on KSCO covering central California.

This article has been viewed 715,501 times.

Nearly every web browser comes with a Find tool, which allows you to scan the page for matching words or phrases. You can also use Google’s advanced search operators to perform a search for a word or phrase on all of the pages of a specific site. You can use this in conjunction with the Find tool to locate a word anywhere on the internet.

Luigi Oppido
Computer & Tech Specialist Expert Interview. 13 November 2020. This will open the “Find” box in virtually any browser. This command can also be found in the Edit menu in Internet Explorer, or in the ☰ menu in Chrome and Firefox.

• If you’re using a mobile browser, the Find command is usually in the browser’s menu. It may be called “Find in Page”.
• If you are using Safari for iOS, delete the address that is in the address bar and type the word you want to search for there instead. Select “On this page” from the search results that appear. [2] X Research source

Luigi Oppido
Computer & Tech Specialist Expert Interview. 13 November 2020. Your browser will find matches as you type. Letter case is ignored when using the Find tool.

MS Word has a really useful find and replace feature. It lets you search an entire document for a word and replace it with another. This is useful in a lot of cases e.g. if you need to replace names in a document. By default, the ‘Find’ function looks for a matching sequence of letters. If you look for the word ‘he’ using the Find feature, it will highlight the word ‘the’ in its search. This is because the default search looks for a matching text string. It doesn’t know that you’re looking for a particular word. That said, it is possible to find whole words in MS Word instead of text strings.

To find whole words in MS Word, you need to access the advanced options for the Find feature. Open the file you want to search. On the Home tab, click the dropdown next to the Find tool and select Advanced Find.

This will open the Find box. Enter the word you want to search for. Next, click the ‘More’ button to view the advanced options. Check the ‘Find whole words only’ option. If you want, you can have it match the word down to the letter case. To match the letter case, select the ‘Match case’ option. Click the Less button to hide these options, and then click ‘Find Next’ to start searching.

MS Word will now search for the word you entered instead of looking for all occurrences of the letters you’ve entered. The screenshot below shows that when searching for the word ‘he’ with these two options enabled, the ‘he’ in the word ‘the’ is not detected.

The Find function has a lot of other options to refine the results. The matching case option is just one of the many useful ones it has. There’s also a ‘wildcards’ options in the advanced Find feature.

You’re probably familiar with the asterisk as a wildcard character but MS Word supports quite a few of them. These wildcard characters allow you to find, for example, all text preceding a particular word or phrase in the document. For example, you can use the wildcards to look for all words that start with C and end in E.

Other apps in the MS productivity suite don’t have as advanced a Find feature as MS Word does. In MS Excel, for example, you can only match the case or the entire contents of a cell.

This method will guide you to hide a slice of text in a Word document. Please do as follow:

1. In the Word document, select the slice of text you will hide, right click, and select Font from the context menu. See screenshot:

2. In the Font dialog, under the Font tab, please check the Hidden option, and click the OK button. See screenshot:

Now you will see the selected slice of text is hidden from the document. See screenshot:

Show all hidden text in Word

As you see, it’s not easy to find out the hidden text in your Word document. Here, I will reverse the method introduced above, and show all hidden text in the Word document quickly.

1. Press Ctrl + A keys together to select the whole document, right click, and select Font from the context menu.

2. In the Font dialog, under the Font tab, please uncheck the Hidden option, and click the OK button. See screenshot:
Tip: when opening the Font dialog, you will get , click the checkbox for the first time, it will turn to checked , now click again, and it will be unchecked .

Now all hidden text in the whole document are shown in bulk.

If you just need to view the hidden text temporarily, you can use the Show/Hide button to toggle displaying or hiding all hidden text in your Word document.

Click the Show/Hide Editing Marks button ( or ) in the Paragraph group on the Home tab to show or hide the hidden text.

Note: You can also use the hotkeys Ctrl + Shift + 8 on the main keyboard to toggle displaying or hiding all hidden text easily.

If you want to permanently show all hidden text in your Word document, you can configure Word options to get it done.

1. Click File > Options to open the Word Options dialog.

2. In the Word Options dialog, please click Display in the left bar, check the Hidden text option in the Always show these formatting marks on the screen section. See screenshot:

Note: To hide all hidden text all the time, please uncheck the Hidden text option.

3. Click the OK button to save the change.

Now you will see all hidden text is displaying with dotted underline. See screenshot:

You might have noticed that the hidden text will not be printed too. If you need to show the hidden text in the printouts, you need to configure the Word options.

1. Click File > Options to open the Word Options dialog.

2. In the Word Options dialog, please click Display in the left bar, check the Print hidden text option in the Printing options section. See screenshot:

Note: To prevent from printing all hidden text, please uncheck the Print hidden text option.

3. Click the OK button.

From now on, all hidden text will also be printed too.

Show or hide hidden text with Kutools

Kutools provides you the easy way to show or hide hidden text and some other formatting marks, too.

1. Click Kutools Plus > Display Settings. See screenshot:

2. And then check Hidden Text in the pop-up dialog, and you will see the result as below screenshot shown: