How to Replace All in Word 2010: A Step-by-Step Guide

Replacing all instances of a word or phrase in Word 2010 is a time-saving trick that can save you from the tedious task of manually searching and modifying text. With a few simple steps, you can quickly find and replace text throughout your entire document.

Step by Step Tutorial: How to Replace All in Word 2010

Before we dive into the steps, let’s clarify what we’re about to do. The following procedure will guide you through using Word 2010’s Find and Replace feature to change every occurrence of a specific word or phrase in your document. This is particularly useful for correcting repeated mistakes or updating information.

Step 1: Open the Find and Replace dialogue box

Press Ctrl+H to open the Find and Replace dialogue box.

This shortcut is a quick way to access the feature without having to navigate through the menus. You can also click on the ‘Replace’ in the ‘Editing’ group on the ‘Home’ tab.

Step 2: Enter the word you want to replace in the ‘Find what’ field

Type the word or phrase you wish to replace in the ‘Find what’ text box.

Make sure you enter the text exactly as it appears in the document, taking into account any capitalization or special characters.

Step 3: Enter the new word in the ‘Replace with’ field

Type the new word or phrase you want to use in the ‘Replace with’ text box.

Again, be precise with your text entry. The replacement word will appear exactly as you enter it here.

Step 4: Click ‘Replace All’

Click the ‘Replace All’ button to replace every instance of the word or phrase.

A dialogue box will appear, informing you of the number of replacements made. Click ‘OK’ to close the dialogue box.

After completing these steps, every instance of the specified word or phrase in your document will be replaced with the new text you provided.

Tips: How to Make the Most of Replace All in Word 2010

  • Double-check the spelling and capitalization of both the ‘Find what’ and ‘Replace with’ fields to avoid unintended changes.
  • Use the ‘Find and Replace’ feature for formatting changes, such as bolding or italicizing all instances of a word.
  • To replace text in a specific part of your document, select that portion before opening the Find and Replace dialogue box.
  • If you only want to replace certain instances, use the ‘Find Next’ and ‘Replace’ buttons to review each occurrence before replacing it.
  • Remember to save your document after using the Replace All feature to preserve your changes.

Frequently Asked Questions

Can I undo a ‘Replace All’ action?

Yes, you can undo a ‘Replace All’ action by pressing Ctrl+Z or by clicking the ‘Undo’ button in the Quick Access Toolbar.

What if I only want to replace some, but not all, occurrences of a word?

Use the ‘Find Next’ and ‘Replace’ buttons to manually review and select which instances to replace.

Can I replace text with formatting, such as bold or italic?

Yes, click the ‘More’ button in the Find and Replace dialogue box and use the ‘Format’ button to specify formatting options.

Is there a way to replace special characters or line breaks?

Yes, use the ‘Special’ button in the Find and Replace dialogue box to insert special characters, like paragraph marks or tab characters, into the ‘Find what’ or ‘Replace with’ fields.

Can I replace text in multiple documents at once?

No, the Replace All feature in Word 2010 works on the current open document only. You’ll need to repeat the process for each document separately.


  1. Open the Find and Replace dialogue box.
  2. Enter the word to replace in the ‘Find what’ field.
  3. Enter the new word in the ‘Replace with’ field.
  4. Click ‘Replace All’.


Mastering the ‘Replace All’ feature in Word 2010 can significantly streamline your editing process, whether you’re working on a short essay or a lengthy report. By following the steps outlined above, you can efficiently update your entire document with just a few clicks. Remember to review your changes carefully to ensure accuracy, and don’t forget to save your work to preserve the updates. For those looking to further enhance their Word 2010 skills, exploring other features such as Style Sets or Document Themes might be your next step. Happy editing, and may your documents always be error-free and up-to-date!

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