How to Use Find and Replace Text and Numbers in Excel

Have you ever spent hours scrolling through rows in Microsoft Excel, searching for that one typo or outdated number buried in your spreadsheet? You’re not alone. Manually hunting for data is time-consuming and error-prone—but what if you could fix mistakes or update information in seconds? That’s where Excel’s Find and Replace tool shines.

This article teaches you how to use Find and Replace in Excel like a pro. Whether you need to find and change Excel entries across multiple sheets, correct formatting issues, or even replace * in Excel (yes, wildcards work!), we’ll cover practical steps to save you time and frustration. By the end, you’ll know how to tackle everything from simple text swaps to bulk edits, making your workflow faster and more accurate.

What is Find and Replace in Excel

The Find and Replace feature in Excel allows users to locate specific data within a spreadsheet and, if necessary, replace it with something else. This tool is invaluable for editing large datasets, correcting typos, or applying formatting changes to multiple entries simultaneously.

How to Find Text and Number in Excel

The Find function is perfect when you need to locate specific text, numbers, or formulas in your workbook.

Step 1: Open MS Excel

Open Microsoft Excel spreadsheet in which you want to use Find and Replace feature.

Step 2: Access the Find Tool

• Go to the Home tab.
• Click on Find & Select and choose Find from the dropdown menu.

Step 3: Open the Find Tool

Press Ctrl + F (Windows) or Command + F (Mac) to open the Find dialog box.

Step 4: Enter Search Text

In the "Find what" field, type the value you want to search for.

Step 5: Click Find Next

• Click Find Next to locate the first instance of your search term.
• Use Find All to display all occurrences in the workbook.

Tips for Using Find

• Search Entire Workbook: Click Options in the Find dialog box, and set "Within" to Workbook to search across all sheets.
• Match Case: Check Match case if you want Excel to differentiate between uppercase and lowercase letters.
• Search by Cell Type: Use Look in to search for values, formulas, or comments.

How to Replace Text and Number in Excel

The Replace function lets you update values quickly, making it perfect for correcting errors or applying changes across a dataset.

Step 1: Open the Replace Tool

• Navigate to the Home tab, select Find & Select, and then click on Replace.

Replace Text in Excel Shortcut

Alternatively, press Ctrl + H (Windows) or Command + H (Mac) to open the Replace dialog box.

Step 2: Enter Search and Replacement Text

• In the "Find what" field, enter the text or value to search for.
• In the "Replace with" field, enter the new value you want to use.

Step 3: Replace Entries

• Click Replace to update the first instance.
• Use Replace All to update all occurrences simultaneously.

Excel Find and Replace with Wildcards

Wildcards in Excel make it easier to search for patterns or partial matches. Here's a quick guide:

Common Wildcards

Step 1: Open Find and Replace

Press Ctrl + F (Find) or Ctrl + H (Replace).

Step 2: Enter Wildcard

Type your search term with wildcards in Find what. Example: S* to find all words starting with "S".

Optional: Replace Text

Type the replacement in Replace with if needed.

Step 3: Click on Find All

Click Find All to locate matches or Replace All to update all.

Advanced Find and Replace Options

Excel’s Find and Replace tool offers several advanced settings for targeted searches and updates:

1. Search Across Worksheets

• Click Options in the Find and Replace dialog box.
• Change the Within setting from "Sheet" to "Workbook" to search across all worksheets in the file.

2. Match Case and Entire Cell Contents

• Select Match case to differentiate between uppercase and lowercase letters.
• Check Match entire cell contents if you want the search term to match the cell value exactly.

3. Find and Replace Formatting

• Click the Format button in the dialog box to search for or replace specific formatting, such as font color, size, or bold text.
• Example: Replace all red text with blue text.

4. Search Formulas

• Use the Look in dropdown menu to specify what to search for:
  • Formulas to locate specific text within formulas.
  • Values to find the displayed values.
  • Comments to locate specific notes or comments.

Examples of Using Find and Replace in Excel

Example 1: Replace Outdated Values

You have a column with outdated product codes, and you want to replace them with updated ones:

• Open the Replace dialog box with Ctrl + H.
• Enter the old product code in Find what.
• Enter the new product code in Replace with.
• Click Replace All.

Example 2: Remove Extra Spaces

Extra spaces can cause errors in formulas. Use Find and Replace to remove them:

• Open Replace with Ctrl + H.
• In Find what, press the Spacebar once.
• Leave Replace with empty.
• Click Replace All to remove all extra spaces.

Example 3: Standardize Text Formatting

To replace "HR" with "Human Resources":

• Press Ctrl + H.
• Enter "HR" in Find what.
• Enter "Human Resources" in Replace with.
• Click Replace All.

Common Errors and Fixes

1. No Matches Found
   • Ensure the search term exists in the worksheet.
   • Check if you’ve enabled Match case or Match entire cell contents, which might restrict results.
2. Unintended Replacements
   • Double-check the Find what and Replace with fields before clicking Replace All.

Keyboard Shortcuts for Find and Replace

Pro Tips for Using Find and Replace

• Test with Find First: Always test using Find Next before applying changes with Replace All.
• Save Before Replacing: Create a backup of your file to avoid accidental errors.
• Use Wildcards: Use * and ? for advanced searches. For example:
• A* finds all entries starting with "A".
• ?e finds "be", "me", etc.

Conclusion

Mastering Excel Find and Replace is like having a magic wand for your spreadsheets. Instead of manually combing through thousands of cells, you can instantly update data, fix errors, or standardize formatting—whether you’re working with numbers, text, or symbols like the asterisk (*). Need to replace * in Excel to clean up imported data? No problem. Want to find and change in Excel entries across an entire workbook? Done.

Stop wasting time on tedious edits. With these tips, you’ll transform how you handle Excel tasks, leaving more room for analysis and creativity. Ready to put these tricks to work? Open your spreadsheet and start experimenting—your future self will thank you!