MS Word-Find/Replace

Good Morning dear students

IMPORTANT

Please read carefully

*We at St Columba's School, are ready to take the next step - and move towards using Google Classroom as a tool to enhance the teaching learning environment.

*This shift involves the school giving each student a unique email address, which he will need to setup ( the teachers will assist him in doing the same). This email will facilitate each student to interact with his teachers.

* The student should use this email ID only for:

-interacting with  teachers on school /subject related matters

-keep the words and expressions as he would- if he  were interacting with us as a Columban student

-use the facilities connected to this email ID only for google meets organised with the permission of a teacher 

-he should have a copy of the permission given ( when and by which teacher and for what purpose)

-do not access any of the other facilities connected with this email address unless he first seeks the permission of a teacher

(He should have a copy of the permission given - when and by which teacher and for what purpose).

*Please note that Google and St Columba's have legal obligations by giving you access to this email address and hence,

you will need to sign an agreement when creating this email ID. 

*Be informed that the history of use of this ID shall have a digital footprint !

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The Google meet ID for today's session is:

meet.google.com/fbk-nomg-ewu

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Now we continue our learning of text editing software Microsoft Word further.

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By the end of the session, you will be able to understand the steps to do the following in MS Word:

•  Find a specific word or phrase and replace it with the required text.
• Understand the various types of spelling and grammar errors and acquire the skill to correct it

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In this session, we will discuss the Find and Replace operation in Word .
While working on editing a document you come across a situation very frequently when you want to search a particular word in your document and many times you will be willing to replace this word with another word at a few or all the places throughout the document.
Here, we will understand how to find a word or phrase in a word document and how to replace an existing word with any other word using simple steps.

Find Command

• The Find command enables you to locate specific text in your document. 
• Following are the steps to find a word document in the following screen −

Step 1 − Let us work out on a sample text available in our Word document. 

Step 2 − Click the Find option in the Editing group on the Home tab or press Ctrl + F to launch the Navigation pane −

Step 3 − Enter a word which you want to search in the Search box, as soon as you finish typing, Word searches for the text you entered and displays the results in the navigation pane and highlights the word in the document as in the following screenshot −

Step 4 − You can click the clear button (X) to clear the search and results and perform another search.

Step 5 − You can use further options while searching for a word. Click the option button to display the options menu and then click the Options option; this will display a list of options. You can select the options like match case to perform case-sensitive search.

Step 6 − Finally, if you are done with the Search operation, you can click the close button (X) to close the Navigation Pane.

Find & Replace Operation

We assume you are an expert in searching a word or phrase in a word document as explained above. This section will teach you how you can replace an existing word in your document. Following are the simple steps −

Step 1 − Click the Replace option in the Editing group on the Home tab or press Ctrl + H to launch the Find and Replace dialog box shown in Step 2 −

Step 2 − Type a word which you want to search. You can also replace the word using the Find and Replace dialog box as in the following screenshot −

Step 3 − Click the Replace button available on the Find and Replace dialog box and you will see the first occurrence of the searched word would be replaced with the replace with word. Clicking again on Replace button would replace next occurrence of the searched word. If you will click Replace All button then it would replace all the found words in one go. You can also use Find Next button just to search the next occurence and later you can use Replace button to replace the found word.

Step 4 − You can use More >> button available on the dialog box to use more options and to make your search more specific like case sensitive search or searching for whole word only etc.

Step 5 − Finally, if you are done with the Find and Replace operation, you can click the Close (X) or Cancel button of the dialog box to close the box.

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We will now discuss how to check spelling and grammar in Word 2010. Microsoft Word provides a decent Spelling and Grammar Checker which enables you to search for and correct all spelling and grammar mistakes in your document. Word is intelligent enough to identify misspelled or misused, as well as grammar errors and underlines them as follows.

• A red underline beneath spelling errors.
• A green underline beneath grammar errors.
• A blue line under correctly spelled but misused words.

Check Spelling and Grammar using Review tab

Here is the simple procedure to find out the spelling mistakes and fix them −

Step 1 − Click the Review tab and then click the Spelling & Grammar button.

Step 2 − A Spelling and Grammar dialog box will appear and will display the wrong spellings or errors in grammar. You will also get suggestions to correct as shown below −

Now you have following options to fix the spelling mistakes −

• Ignore − If you are willing to ignore a word, then click this button and Word ignores the word once.
• Ignore All − Like Ignore, but this ignores all occurrences of the same misspelling, not just once but throughout the document.
• Add to Dictionary − Choose Add to Dictionary to add the word to the Word spelling dictionary.
• Change − This will change the wrong word using the suggested correct word.
• Change All − Like Change, but this changes all occurrences of the same misspelling, not just once but throughout the document.
• AutoCorrect − If you select a suggestion, Word creates an AutoCorrect entry that automatically corrects this spelling error from now on.

Following are the different options in case you have grammatical mistake −

• Next Sentence − You can click Next Sentence to direct the grammar checker to skip ahead to the next sentence.
• Explain − The grammar checker displays a description of the rule that caused the sentence to be flagged as a possible error.
• Options − This will open the Word Options dialog box to allow you to change the behavior of the grammar checker or spelling options.
• Undo − This will undo the last grammar changed.

Step 3 − Select one of the given suggestions you want to use and click the Change option to fix the spelling or grammar mistake and repeat the step to fix all the spelling or grammar mistake.

Step 4 − Word displays a dialog box when it finishes checking for spelling and grammar mistakes, finally Click OK.

Check Spelling and Grammar using Right Click

If you will right-click the mouse button over a misspelled word, then it will show you the correct suggestions and the above mentioned options to fix the spelling or grammar mistake. Try it yourself.