How to Find and Replace Text Formatting in Microsoft Word

Most users are familiar with the standard “Find and Replace” tool in Microsoft Word. If you misspell a client’s name a dozen times in a report, you can easily find “Jon” and replace it with “John” across the entire document in seconds.

However, the Find and Replace tool is capable of far more than just swapping letters. It can also search for and replace invisible formatting data. For example, if you receive a document where the previous author used a bright red, underlined font for every single sub-heading, you do not have to manually scroll through 50 pages highlighting and changing each one. You can instruct Word to find every instance of “Red, Underlined Text” and instantly replace it with “Black, Bold Text.”

This guide explains how to use the advanced formatting features within the Find and Replace tool in Microsoft Word.

Step 1: Open the Advanced Find and Replace Dialog

The standard search bar at the top of the screen is not powerful enough for this task. You need the classic dialog box.

1. Open your document in Microsoft Word.
2. Press Ctrl + H on your keyboard (or Command + H on a Mac). This instantly opens the Find and Replace dialog box.
3. Look at the bottom left corner of the dialog box and click the More >> button. The box will expand downwards, revealing a complex set of advanced search options.

Step 2: Define the Formatting to Find

First, you must tell Word exactly what ugly formatting you want to eliminate.

1. Click inside the Find what: text box so your cursor is blinking there. Make sure the box is completely empty of any text.
2. Look at the very bottom of the expanded window and click the Format drop-down button.
3. Select Font… from the list. A new Font dialog box will open.
4. Select the exact formatting you want to find. For example, change the Font Color drop-down to Red and the Underline style drop-down to a single line.
5. Click OK.

Notice that underneath the “Find what:” box, it now says Format: Font: Underline, Font color: Red. You are now telling Word: “Search for this specific style, regardless of what words are actually written.”

Step 3: Define the Replacement Formatting

Next, you must tell Word what the new, corrected formatting should look like.

1. Click inside the Replace with: text box. Again, ensure the box contains no actual text.
2. Click the Format drop-down button at the bottom of the window again.
3. Select Font… to open the Font dialog box.
4. Set up your desired, professional styling. Change the Font Style to Bold, the Font Color to Automatic (Black), and the Underline style to (none).
5. Click OK.

Underneath the “Replace with:” box, it should now read Format: Font: Bold, Font color: Auto, No underline.

Step 4: Execute the Replacement

You have successfully programmed the tool. Word is now prepared to hunt down the red underlines and convert them to bold black text.

1. Click the Replace All button.

Word will instantly scan the entire document, apply your new professional formatting, and pop up a small message box telling you exactly how many replacements were made (e.g., “All done. We made 45 replacements.”).

Pro Tip: When you are finished, be sure to click inside both the Find and Replace boxes and click the No Formatting button at the bottom of the screen. Otherwise, Word will remember these settings the next time you try to do a normal text search!