Advanced Find and Replace in Microsoft Word.docx

Advanced Find and Replace in Microsoft Word.docx

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AdvancedFindandReplaceinMicrosoftWord

AdvancedFindandReplaceinMicrosoftWord

JackM.Lyon

©2002bytheEditorium.Allrightsreserved.

Contents

Preface3

SearchingwithCodes4

MicrosoftWord’sBuilt-inCodes4

SearchingforSpecialCharacters5

ANSICharacterCodes6

What’sThatCharacter?

7

Replacingwith“FindWhatText”8

Example:

FormattingNoteNumbers8

UsingWildcards10

TheBasics10

WildcardCombinations11

WildcardRanges13

WildcardGrouping14

Usingthe“FindWhatExpression”Wildcard16

WildcardsintheRealWorld18

Example118

Example219

Example319

Two-StepSearching20

Step120

Step221

Reference22

Preface

Thisdocumentisacompilationofarticlesthatoriginallyappearedinmyemailnewsletter,EditoriumUpdate.MicrosoftWord’sadvancedsearchfeaturesareextremelypowerful,butthey’realsovirtuallyundocumented.Mostexplanationsoftheirusehavebeenlimitedtoasimpletableofvariouswildcards.Iwrotethesearticlestoremedythatsituation.

Asyoureadthesearticles,youmaywanttoactuallytrythetechniquesinMicrosoftWord,usingsomejunkdocumentsthatyounolongerneed.Doingsowillhelpyoulearnmorethanjustreadingtheinstructions.

IhopethesearticleswillhelpyouunderstandhowusefulWord’sadvancedsearchfeaturescanbeandhowmuchtimetheycansaveyou.Usingthesefeatures,youcanquicklyfixrepetitiveproblemsthatwouldtakehourstocorrectbyhand.

Enjoy!

SearchingwithCodes

Whyshouldyou,asaneditor,writer,orpublisher,careaboutsomethingas“technical”assearchingwithcodes?

Becausetheymakeitpossibletofindandreplacethingsyouordinarilycouldn’t,suchasparagraphbreaks,dashes,andsymbols.Thiscanbeabighelpincleaningupallkindsofeditorialandtypographicalproblemsthatyou’dotherwisehavetofixbyhand.

Thereareactuallytwodifferentkindsofcodes:

1.MicrosoftWord’sbuilt-incodes（suchas^pforparagraphbreaksand^tfortabs）.

2.ANSIcharactercodes（suchas^013forparagraphbreaksand^009fortabs）.

Bothkindsofcodesareuseful,butthelistofANSIcodesincludeseverycharacter（notincludingUnicodecharacters）youcanuseinMicrosoftWord.LaterI’llprovidealistofthesecodesandexplainhowtousethem.

MicrosoftWord’sBuilt-inCodes

First,I’llgiveyoualistofWord’sbuilt-incodes,whichyoucanuseinMicrosoftWord’sFindandReplacedialog（Edit/Replace）.Forexample,ifyouwantedtofindanem dash,you’denterthefollowingcodeinthe“Findwhat”box:

^+

Toreplaceitwithanen dash,you’denterthisinthe“Replacewith”box:

^=

YoucanalsoinsertWord’sbuilt-incodesbyclickingtheSpecialbuttonintheFindandReplacedialogandthenselectingtheitemyouneed.Pleasenotethatyoucanusesomeofthecodesonlyinfindingtext,othersonlyinreplacing,andothersineitherone.

Youcanalsousecombinationsofcodes.Forexample,youcouldsearchfortabsfollowedbyparagraphbreaks（^t^p）andreplacethemwithparagraphbreaksalone（^p）.

Andnow,here’sthelist.

Note

Foreasyreference,allthecodelistsarealsoincludedattheendofthisdocument.

CodesYouCanUseinthe

“FindWhat”and“ReplaceWith”Boxes

Character

Find

What

ReplaceWith

AnnotationMark（comment）

^a

Anycharacter

^?

Anydigit

^#

Anyletter

^$

Caretcharacter

^^

^^

Clipboardcontents

^c

Columnbreak

^n

^n

ContentsoftheFindWhatbox

^&

Emdash

^+

^+

Endash

^=

^=

Endnotemark

^e

Field

^d

Footnotemark

^f

Graphic

^g

Linebreak

^l

^l

Manualpagebreak

^m

^m

Nonbreakinghyphen

^~

^~

Nonbreakingspace

^s

^s

Optionalhyphen

^-

^-

Paragraphmark

^p

^p

Sectionbreak

^b

Tabcharacter

^t

^t

Whitespace

^w

SearchingforSpecialCharacters

AsIsaidabove,MicrosoftWordhasANSIcharactercodesyoucanusetofindcertainitemsthatarenotusuallyvisibleinthetext:

•Foracarriagereturn,youcanuse^013.

•Forasectionbreak,youcanuse^012.

•Forawordspace,youcanuse^032.

Ofcourse,youcanalsouseWord’sbuilt-incodesfromthetableabove,whichyoucaninsertintotheFinddialog’s“Findwhat”boxbyclickingthe“Special”button:

•Foracarriagereturn,youcanuse^p.

•Forasectionbreak,youcanuse^b.

•Forawordspace,youcanuse^w

（actually,anywhitespace）.

Sowhywouldyouwanttousethefirstcodes?

Becauseifyou’refindingsomethingbyusingwildcards,thesecondoneswon’twork.Forexample,let’ssaythat（forsomereason）you’researchingfor“wh”followedbyanyothercharacter（thewildcardforwhichis“?

”）,followedbyacarriagereturn.IntheFinddialog’s“Findwhat”box,youenterthis:

wh?

^p

AndtomakeWordsearchforthewildcardratherthananactualquestionmark,youputacheckintheboxlabeled“Usewildcards.”

Finally,youclicktheFindbutton.Whathappens?

Yougetanerrormessage:

^pisnotavalidspecialcharacterfortheFindWhatboxorisnotsupportedwhentheUseWildcardscheckboxisselected.

“Wellthen,how,”youpolitelyaskyourcomputer,“amIsupposedtofindwhatI’mlookingfor?

”Asusual,itdoesn’treply,buthere’stheansweranyway.Inthe“Findwhat”box,youenterthis:

wh?

^013

Andthatwilldothejob.（OnaPC.OnaMacintosh,usingnumericcodesmaynotworkwhenusingwildcards.Here’salittletrick,however.Tryenclosingthecodeinsquarebrackets,andprecedethecodewithabackslash.Forexample,tofindacarriagereturnonaMac,tryusing[\^013].）

Ordinarily,youshouldprobablyuseWord’sbuilt-incodes,suchas^pand^b.Butwhenthosedon’twork,nowyou’vegotanalternative.

ANSICharacterCodes

Youcanalsosearchforanycharactersusingnumericcharactercodes（technicallyANSInumbers）.I’mincludingthelistattheendofthisdocument,withcodesforbothPCandMacintosh,althoughImakenoguaranteesabouthowthecharactersthemselveswillshowup.

Also,you’llnoticethatIhaven’tincludedthecodesforsuchordinarycharactersaslettersofthealphabet,sinceyoucansearchforthesebyusingthecharactersthemselves.Nocodeisneeded.

Tousethecodesforfindingorreplacingspecialcharacters,simplyinsertthem,precededbyacaretandazero,inthe“Findwhat”or“Replacewith”boxesinMicrosoftWord’sFindandReplacedialogbox.

Forexample,ifyouwantedtofindauwithanumlaut,you’denterthefollowingcodeinthe“Findwhat”boxonaPC:

^0252OnaMacintosh,you’denterthis:

^0159

Youcanalsousemanyofthecodestoinsertspecialcharactersintoyourdocuments.Todoso:

1.TurnonNumLockforthenumerickeypad.

2.HolddowntheALTkey.

3.Onthenumerickeypad,typeazerofollowedbythecode.

4.ReleasetheALTkey.

Thecharacterwillbeinsertedintoyourdocument.

WARNING:

Usenumericcodestoreplaceparagraphreturnsandsectionbreaksonlywhenabsolutelynecessary,becauseWordstoresformattinginformationinthesecharacters.TrytosticktoWord’sbuilt-incodeswhenyoucan.Also,beawarethatsomefontsassigndifferentcharacterstothenumericcodes.ThelistbelowshouldbeaccurateforTimesNewRomanonaPCandTimesonaMacintosh.

What’sThatCharacter?

Butwhatifyou’retryingtofindandreplacesomeobscurecharacterinanunusualfont?

Here'sthescenario:

Youopenagiantdocumentfromaclientandstartlookingthroughit.Butwhat'sthis?

Thesameoddcharacteratthebeginningofeveryparagraph.Mustbesomekindoffiletranslationerror.Odderstill,MicrosoftWordwon'tletyoupastethecharacterintoitsFindandReplacedialog,sohowareyougoingtogetridofthemall?

Byhand?

Horrors!

Ifyouknewthecharacter'snumericcode,youcouldsearchforit.Butthischaracterisn'tontheusuallist.Howcanyoufindoutitsnumericcode?

ByusingourtrustyNextCharactermacro:

ForMicrosoftWord6or7（95）:

'Macrostartshere

NextChar$=Str$（Asc（Selection$（）））

MsgBox"Thecodeforthenextcharacteris"\+NextChar$+".","NextCharacter"

'Macroendshere

ForMicrosoftWord8（97or98）

or9（2000or2001）

'Macrostartshere

DimNextChar$

NextChar$=Str（Asc（WordBasic.[Selection$]（）））

WordBasic.MsgBox_"Thecodeforthenextcharacteris"+NextChar$+".",_"NextCharacter"

'Macroendshere

ToCreatetheMacro

1.Copytheappropriatemacrofromthisnewsletter.

2.Clickthe"Tools"menuatthetopofyourWordwindow.

3.Click"Macro."

4.InWord97,98,2000,or2001,click"Macros."

5.Makesure"MacrosAvailableIn"shows"Normal.dot."

6.Typeanameforthemacrointhe"MacroName"box--"NextCharacter"shoulddonicely.

7.Click"Create."

8.Pastethemacroatthecurrentinsertionpoint.

9.InWord6or7,click"File,"then"Close,"then"Yes."InWord97,98,2000,or2001,click"File,"then"CloseandReturntoMicrosoftWord."

ToRuntheMacro:

1.Putyourcursorinfrontofthecharacterwhosenumericcodeyouwanttoknow.

2.Clickthe"Tools"menuatthetopofyourWordwindow.

3.Click"Macro."

4.InWord97,98,2000,or2001,click"Macros."

5.Makesure"MacrosAvailableIn"shows"Normal.dot."

6.Selectthemacro（probably"NextCharacter"）inthe"MacroName"box.

7.Click"Run."

Afteryourunthemacro,amessageboxwillappearonyourscreenwiththenumericcodeyouneed.

Replacingwith“FindWhatText”

Ifyou’refacedwithacomplextaskusingMicrosoftWord’sFindandReplacefeature,the“FindWhatText”replacementcodemaycomeinhandy.Forexample,let’ssayyouneedtoaddtheHTMLitalictagsandaroundanythingformattedwithitalic.（Ifyoudon’tunderstandHTML,don’tworry.You’llsoonseethepointofthisexample.）Youmightthinkyou’dneedamacrotoaddthetags,butyoudon’t.Youcaneasilyd