Using Find and Replace in Excel 2016

When dealing with large amounts of data in Excel, locating or correcting information manually can take a lot of time. Thankfully, Excel 2016 offers a smart tool called Find and Replace. This feature helps you search, locate, and even replace text, numbers, or formatting instantly.

What is Find and Replace?

Find and Replace is a built-in Excel tool that allows you to quickly search for specific words or values and, if needed, replace them with something new. Whether you need to fix typos or update department names, this feature can save you valuable time.

How to Use Find in Excel 2016

Follow these simple steps to find any content in your worksheet:

  • Go to the Home tab.
  • Click Find & Select in the Editing group.
  • Select Find from the dropdown menu.
  • In the dialog box, type the word or number you want to find.
  • Click Find Next to locate each occurrence or Find All to view all matches.
  • Press Ctrl + F as a shortcut to open the Find box quickly.
Tip: Click on Options in the Find dialog box to explore advanced search settings like case matching or searching within formulas.

How to Use Replace in Excel 2016

If you want to change repeated text or fix common errors, use the Replace option:

  • Go to Home > Find & Select > Replace or press Ctrl + H.
  • Enter the old text in the Find what box.
  • Type the new text in the Replace with box.
  • Click Find Next to preview the result.
  • Choose Replace to change one or Replace All to change every instance.

After replacing, Excel will display a confirmation message showing how many changes were made. Click OK to finish.

Note: Use Replace All carefully. It changes all matches automatically, which might include text you didn’t intend to modify.

Advanced Find and Replace Options

  • Within: Search within a sheet or across the whole workbook.
  • Search: Look by rows or by columns.
  • Look in: Search in formulas, values, or comments.

Using Wildcards in Excel

Wildcards make searching flexible:

  • * (asterisk): Finds any number of characters. Example: “s*d” finds “sad” and “started”.
  • ? (question mark): Matches a single character. Example: “s?t” finds “sat” or “set”.
  • ~ (tilde): Used to search for the actual wildcard symbol itself.

Find and Replace Cell Formatting

You can also search and replace cell formatting like color, font, or borders:

  • Click Options in the dialog box.
  • Select Format next to Find what, then choose a cell with the desired style.
  • Click Format next to Replace with to define the new style.
  • Click Replace All to apply changes instantly.

Conclusion

The Find and Replace feature in Excel 2016 is an essential time-saving tool for anyone working with data. It helps you locate, correct, and update information quickly without manual searching. Once you get familiar with it, you’ll handle large Excel sheets with much more confidence and accuracy.

5 FAQs of Using Find & Replace in Excel 2016

How do I open the Find and Replace dialog box quickly?

Press Ctrl + H for Replace or Ctrl + F for Find.

Can I search across all sheets at once?

Yes, click Options and change “Within” to Workbook to search the entire file.

Does Excel allow replacing cell formatting?

Yes, you can replace formatting like colors or fonts using the Format option in the dialog box.

Is it safe to use Replace All?

Use it with caution. It replaces every match, even unintended ones. Review your data before confirming.

Can I find text inside formulas?

Yes. In the advanced options, choose Look in: Formulas to find text inside formulas.

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