Word Navigation Pane

the Word Navigation Pane makes it easy for you to navigate through large documents in addition to quickly finding and replacing items within your document. The Word Navigation Pane can be activated from the Home tab and the shortcut key CTRL + F. In the steps below, I will walk you through activating and and utilizing the many features of the Navigation Pane – Find, Find and Replace, GoTo, Pages (Thumbnails) view and Headings view.

Find Text – Word Navigation Pane

  1. Press CTRL + F OR click Home tab and click , in the Editing group. NOTE: If you like to work with the Navigation Pane always on – Click the view tab and check , in the Show group.
  2. The Navigation Pane will open on the left side of the document window. At the top of the pane, type your search in the search field Search and press Enter.
  3. The results will appear below the search field with the number of results noted.
  4. Click on a result to jump to it within your document. The instances of the search term will be highlighted in yellow within the document. NOTE: If you do NOT see the results listed in the Navigation Pane, click the Results button.

OR

Use the Browse Arrows () to navigate from highlighted item to highlighted item within the document.

To open the “older” Find dialog box, click the Home tab and click the Find drop-down arrow and choose .

Additional Search Options

Click the drop-down arrow to the right in the search field to reveal the menu of advanced search options.

Options:

  • Advanced Find – Opens the Find/Replace dialog box for additional searching filters.
  • Replace – Once you have searched for a term, click Replace to open the find and Replace dialog box. Type the “replacement” text. Click Replace to navigate through each result or click Replace All to replace all the results.
  • GoTo – Navigate to a specific page or section, etc.

Find: You can search for document content (default), Graphics, Tables, Equations, Footnotes/Endnotes or Comments.

Advanced Find

Advanced Find gives you additional tools to use when searching. NOTE: These tools are also available with Find and Replace.

Navigation Pane Advanced Find with dialog box expanded with border
  • Reading Highlight – Select Highlight All to show “finds” highlighted in yellow. Select Clear Highlight to remove the yellow highlighting (default).
  • Search: – Used to set the direction of your search –
    • Up – Search Up through the document.
    • Down – Search Down through the document.
    • All – Search
  • Match case – If checked, the search must match the case as typed in the Find what: field, otherwise case is ignored.
  • Find whole words only – Check to find the whole word only. For example, if checked a search for sea will not find seafood.
  • Use wildcards – Check this option to use wildcards in your search. With this option, the Special button will give you additional wildcard tools. NOTE: When checked, Word will ONLY find the exact text that you specified. AND, Match Case, Find Whole Words Only, Match Prefix and Match Suffix options are greyed out. I will do a special blog on Wildcard searching and add the link here once completed.
Navigation Pane advanced find use wildcards example with border
  • Sounds like – Check this option to search for homonyms (words that sound the same as the search word). Example: sea and see.
  • Find all word forms – Check to find all variations of the word. Example: Eat will also find eaten and ate.
  • Match prefix – Check to find only matches that share the same beginning.
  • Match suffix – Check to find only matches that share the same ending.
  • Ignore punctuation characters – Check to ignore punctuation characters in text.
  • Ignore white-space characters – Check to ignore white-space when searching.
  • Special Button – Gives you a list of special character options you can search for.
Navigation Pane advanced find special button list with border

Find and Replace – Word Navigation Pane

Find and Replace Text

  1. Press CTRL + F to open the Navigation Pane.
  2. The Navigation Pane will open on the left side of the document window. At the top of the pane, click the drop-down arrow to the right in the search field to reveal a menu of advanced search options.
  3. The Options: and Find: dialog box will open. Click . the Find and Replace dialog box will open.
  4. Enter the text you wish to replace in the Find what: box.
  5. Enter your replacement text in the Replace with: box.
  6. Click Find Next button.
  7. Once you’ve clicked the Find Next button, the result will be highlighted in your document. Choose one of the following options –
    • Replace button – Replace the highlighted result in the document and move to the next result.
    • Replace All button – Replace all instances of the text within your document.
    • Find Next button – Skip to the next result of the text.
  8. Continue with Step 7 as needed.

Find and Replace Formatting

  1. Press CTRL + F to open the Navigation Pane.
  2. The Navigation Pane will open on the left side of the document window. At the top of the pane, click the drop-down arrow to the right in the search field to reveal a menu of advanced search options.
  3. The Options: and Find: dialog box will open.
  4. Click to open the Find and Replace dialog box.
  5. Click to reveal the Format button. (Skip this step if you can already see the Format button.)
  6. Make sure your cursor is within the Find what: field. (Click the No Formatting button to clear any previous formatting options listed.)
  7. Click the Format button to choose the format/s you wish to search for. Navigation Pane Find and Replace Formatting with border
  8. The format will be added to the Find What: section. NOTE: If there are multiple options for your selection, a separate dialog box will open. Select the appropriate settings and click OK to save your selection/s. Example: If you are searching for Bold and Italic, click the Font option to open the Font dialog box so you can choose the font option Bold Italic.
  9. Click within the Replace with: field to choose the replacement format. (Click the No Formatting button to clear any previous formatting options listed.)
  10. Click the Format button and choose the replacement format/s.
  11. The format will be added to the Replace with: section. NOTE: If there are multiple options for your selection, a separate dialog box will open. Select the appropriate settings and click OK to save your selection/s. Example: If you are replacing Bold Italic with Underline – Click font Regular (to remove the Bold and Italic font) and then choose an underline style.
  12. Your format options are now listed in the Find and Replace dialog box. navigation pane find and replace format example with border
  13. Click the Find Next button to start the process.
  14. Once you’ve clicked the Find Next button, the first result will be shown. Choose how you wish to handle the result –
    • Replace button – Replace the highlighted “found” formatting with your formatting.
    • Replace All button – Replace all found instances with your with your formatting.
    • Find Next button – Skip to the next instance of the formatting.
  15. Continue Step 14 as needed.

Find and Replace Formatting and text

If you want to include specific text within the format Search and Replace, type the text to search for within the Find what: box and type the replacement text in the Replace with: box. Then, add your formatting selections.

Find Graphics, Tables, Equations, Footnotes/Endnotes and Comments

  1. Press CTRL + F to open the Navigation Pane.
  2. The Navigation Pane will open on the left side of the document window. At the top of the pane, click the drop-down arrow to the right in the search field to reveal a menu of advanced search options.
  3. The Options: and Find: dialog box opens. Click an option from the Find: group.
  4. The results are displayed in the listed Navigation pane below the search box.
  5. Use the Browse Arrows () to move through the results in your document. You can also use the Headings and Pages tabs for easy navigation as well.

GoTo – Word Navigation Pane

  1. Press CTRL + F to open the Navigation Pane.
  2. The Navigation Pane will open on the left side of the document window. At the top of the pane, click the drop-down arrow to the right in the search field to reveal a menu of advanced search options.
  3. Click . The Find and Replace dialog box will open on the GoTo tab.
  4. Choose an option below Go to what: and then enter the appropriate corresponding information in the text box to the right.
  5. Click button to move to that location within your document.

Pages (Thumbnails) View – Word Navigation Pane

You can view the document pages as thumbnails in the navigation pane to quickly move through your document.

  1. Press CTRL + F to open the Navigation Pane.
  2. Click , below the search field.
  3. Click the “thumbnail” picture to move to that page in the document.

Headings View – Word Navigation Pane

If your document has been formatted with heading styles, the heading option will display your document’s headings in outline format. This option is great for long documents and especially those that contain a table of contents.

  1. Press CTRL + F to open the Word Navigation Pane.
  2. Click , below the search field.
  3. Once the Outline headings appear, you have the following options –
    • Click on an outline heading in the Navigation pane to jump to that location within your document.
    • Right-click on any heading in the Navigation pane to perform additional options such as Promote or Demote, Add a New Heading or Delete Heading. NOTE: Delete Heading deletes all its sub-headings and paragraphs.
    • Click and drag any Heading in the Navigation pane to relocate it.
    • Click the arrow to the left of a heading to expand () or collapse () the heading and its sub-headings.

Click here for additional Word posts n my blog. You can also click here to see my instructional videos on YouTube.

Please leave a comment if you have any questions pertaining to the Word Navigation Pane.

Clear All Formatting from Selected Text

When you are applying new styles to an already styled Word document, sometimes the results are not what they should be. The reason for this is that, at times, when applying a new style, it does NOT overwrite all the existing style/formatting information causing the text to not match the applied style. I have had this happen when working with documents received from other parties. And, setting the text to Normal style before applying the new style does not always work. Instead of deleting the text and starting over, you can clear all formatting from the selected text before applying your style. Below are the step-by-step instructions for two options to clear all formatting from selected text.

Steps using the Clear Formatting Button

  1. Select the text to be reset to the normal, unformatted text.
  2. Click Home tab.
  3. Click (clear formatting button), in the Font group.
  4. The text is now reset to the normal, unformatted text so you can cleanly apply any new style/formatting.

Steps using the Clear All Button

  1. Select the text to be reset to the normal, unformatted text.
  2. Click Home tab.
  3. Click , in the Styles group, to open the Styles pane.
  4. Navigate to the top of the Styles pane and click Clear All.
  5. The text is now reset to the normal, unformatted text so you can cleanly apply any new style/formatting.

For additional information on troubleshooting style/formatting issues, please take a look at my Word 2016 Formatting Diagnostics article or my You Tube videos – Word 2016 Style Inspector and Word 2016 Reveal Formatting. They contain steps/tips for using Word’s Reveal Codes and Style Inspector. They also include information for utilizing the Status Bar for troubleshooting. Click here for the video demonstration of the Clear All Formatting steps.

If you have any questions, or would like further information on Word Document Views please leave me a comment. Thank you.

Utilizing the Find and Replace Features

Word gives you a vast array of options for finding and/or replacing content within your documents – Text, Pictures, Captions, Bookmarks and Formatting.  As examples, you can search for graphics within your document, you can search for specific words and change the font as well as search for specific formatting such as bold and change it.  Below are the step by step instructions for Utilizing the Find and Replace Features —

  • Find Text
  • Find and Replace Text
  • Find Images, Tables, Comments and Objects
  • Find and Replace Formatting

Continue reading “Utilizing the Find and Replace Features”