Office X for Macintosh: The Missing Manual

chapter 2: editing in word 75

This browsing method also works if your document’s styles (see page 141) in-

clude any Heading styles. Use these preformatted font styles to set off chapter

titles, captions, or subtopics. When you browse by heading, your insertion point

skips from one heading to the next, bypassing all the mere mortal body text in

between.

• Browse by Edit. Unlike the other browse objects, this one possesses a limited

short-term memory. Word only remembers the last three places you clicked in

your document. See the sidebar on the previous page for details.

Tip: Even though you’ve selected a browse object, you’re not stuck with using the mouse to click the

Navigator buttons. The keyboard shortcut c-Page up or Page down takes you from one item to the next.

Finding and Replacing

When editing a document, sometimes you know exactly what you want to revise,

but just don’t know where it is. For instance, you want to go back and read the

paragraph you wrote about mansions, but you don’t remember what page it’s on. Or

suppose you’ve found out that you misspelled Sarah’s name all the way through an

article. Now you have to replace every occurrence of Sara with Sarah—but how do

you make sure that you’ve got them all?

That’s where Find and Replace comes in.

Find

If you just want to find a certain word (or even part of a word), choose Edit→Find

(or press c-F). The Find and Replace dialog box opens, as shown in Figure 2-6.

Type the word you’re looking for, and then click Find Next (or press Return or c-

F).

Tip: If you turn on “Highlight all items found in Main Document,” the Find Next button changes to say

Find All. Now Word will select all occurrences of the search term simultaneously. At that point, you can

bold them all, italicize them all, cut them all, or perform other kinds of neat global maneuvers.

Now Word searches for your search term, starting from the position of the insertion

point. If it finds what you’re seeking, it scrolls to and highlights each occurrence of

that word or phrase in your document. (If it doesn’t find any occurrences, an error

message tells you so.)

If Word finds an occurrence, but it’s not the one you had in mind, you can keep

clicking Find or hitting Return to find successive occurrences. When Word reaches

the end of your document, it starts searching again from the beginning. When it

finally wraps around so far that it finishes searching the whole file, another dialog

box lets you know.

Navigating Your

Documents

76 office x for macintosh: the missing manual

The Find box remains on the screen throughout the process, but don’t let that stop

you; you can pause and edit your document at any time. Just click in your document

window, sending the Find box to the background. To resume your search, click the

Find dialog box to bring it forward, then click Find Next.

Tip: The keystroke Shift-F4 (or Shift-c-Y) means “find the next occurrence of whatever I just searched

for.” The advantage is that it works even after you’ve closed the Find box altogether—and even if you

performed your search hours ago (provided you haven’t closed the document).

Figure 2-6:

Top: The Find dialog box.

Bottom: The expanded Replace

box. The Format and Special

menus at the bottom of this

dialog box let you search for a

font, typestyle, paragraph break,

and so on. If you’d like to find all

your italics and change them to

boldface, or find all the dashes

and delete them, this is the way

to do it.

Finding and

Replacing