The Find and Replace dialog does the work for you

Microsoft Word's Find and Replace feature lets you swap one word or phrase for another throughout your entire document in seconds. Instead of hunting through pages to change each instance by hand, you open the Find and Replace dialog, type what you want to find and what you want to replace it with, and Word handles the rest. You can replace one instance at a time or all of them at once.

The feature works the same way in Word for Windows, Word for Mac, and Word Online, though the keyboard shortcut differs slightly between them.

Key Takeaways

  • Press Ctrl+H on Windows or Command+H on Mac to open Find and Replace; in Word Online, use Ctrl+H or Command+H and look for it in the Edit menu.
  • Type the text you want to find in the "Find what" field and the replacement text in the "Replace with" field, then click Replace All to change every instance at once.
  • Use "Match case" if you need to distinguish between uppercase and lowercase letters, such as replacing "john" but not "John".
  • The "Find All" button shows you every location where the text appears before you commit to replacing it.
  • You can undo a replace operation when ready after if you change your mind, using Ctrl+Z or Command+Z.

Opening Find and Replace on Windows

On a Windows computer, press Ctrl+H to open the Find and Replace dialog. The dialog appears as a panel on the right side of your screen. If you prefer using the menu, click the Home tab, then click "Replace" in the Editing group on the far right of the ribbon.

The dialog stays open while you work, so you can make multiple replacements without closing and reopening it. When you are finished, close it by clicking the X button or pressing Escape.

Opening Find and Replace on Mac

On a Mac, press Command+H to open Find and Replace. The dialog appears as a separate window in the center of your screen. You can also reach it through the menu: click Edit at the top, then select "Find" and then "Replace".

Like the Windows version, the Mac dialog stays open until you close it. Click the red close button in the top-left corner of the window or press Command+W to close it.

Entering your search and replacement text

In the "Find what" field, type the exact text you want to locate. In the "Replace with" field, type what you want it to become. For example, if you want to change "colour" to "color" throughout a document, type "colour" in Find what and "color" in Replace with.

Word is not case-sensitive by default, meaning it will find "Colour", "colour", and "COLOUR" all the same way. If you need to match the exact capitalization, check the "Match case" box before you search. This is useful when you need to replace a name or acronym without accidentally changing similar words.

Replacing one instance or all at once

After you enter your text, you have three options. Click "Find All" to see every location where the text appears highlighted in your document — this is useful if you want to review the matches before making changes. Click "Replace" to change only the currently highlighted instance and move to the next one. Click "Replace All" to change every instance in the entire document at once.

Most of the time, "Replace All" is the fastest choice. Word tells you how many replacements it made at the bottom of the dialog. If you realize you made a mistake, press Ctrl+Z (or Command+Z on Mac) when ready to undo all the replacements.

Using advanced options for complex replacements

Click "More" or the arrow next to the Find and Replace fields to reveal additional options. "Match whole words only" ensures Word finds "cat" but not "catalog" or "catfish". "Use wildcards" lets you search for patterns rather than exact text — for instance, you can find any number or any letter in a specific position. These options are less common but powerful when you need them.

The "Format" button (available in some versions) lets you search for text with specific formatting, like bold or italic, and replace it with different formatting. For most everyday replacements, you will not need these options.

What to do if Find and Replace is not working

If Word finds zero matches when you expected to find some, check that you have typed the search text correctly — including spaces and punctuation. Verify that "Match case" is not checked unless you specifically need it. If you are searching for a special character like a dash or quotation mark, Word may interpret it differently than you typed it; try copying the exact text from your document and pasting it into the Find what field instead.

If you have made changes you want to undo, use Ctrl+Z or Command+Z right away. Word's undo history goes back many steps, but it is safest to undo when ready after a large Replace All operation if something went wrong.

Frequently Asked Questions

Can I undo a Replace All if I made a mistake?

Yes. Press Ctrl+Z (Windows) or Command+Z (Mac) when ready after the replacement to undo all changes at once. Word's undo history typically goes back many steps, but it is safest to undo right away while you are certain of what you want to reverse.

How do I replace text only in part of my document?

Select the section of text you want to search before opening Find and Replace. Word will only search within your selection. If you do not select anything, it searches the entire document.

What is the difference between Find and Replace?

Find (Ctrl+F) only locates text and highlights it; you see where it is but make no changes. Replace (Ctrl+H) lets you both find text and swap it for something else. Use Find when you just want to locate something; use Replace when you want to change it.

Can I search for line breaks or paragraph marks?

Yes, but you need to enable "Use wildcards" or use special codes. With wildcards on, use ^p to represent a paragraph break. This is useful if you need to join paragraphs or split them in a specific way across many instances.

Does Find and Replace work in Word Online?

Yes. In Word Online, press Ctrl+H or Command+H, or click Edit and then Find and Replace. The dialog works the same way as the desktop version, though some advanced options like wildcards may not be available.