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MS Office Forum / Word / Menus and Toolbars / February 2004edit-replace function
Is there a way where I can edit or replace text as follows: Current version of text: "123-345-6789 fax:" I want to change this to "fax: 123-345-6789" These numbers will be in a large list, so I want to be able to do this, if possible, for all at the same time. Lewis Shanks See http://word.mvps.org/FAQs/General/UsingWildcards.htm -- Suzanne S. Barnhill Microsoft MVP (Word)  SignatureWords into Type Fairhope, Alabama USA Word MVP FAQ site: http://www.word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. > Is there a way where I can edit or replace text as follows: > [quoted text clipped - 6 lines] > > Lewis Shanks Wildcard replace ([0-9\-]{12}) (fax:) with \2 \1 Signature<>>< ><<> ><<> <>>< ><<> <>>< <>>< ><<> Graham Mayor - Word MVP Web site www.gmayor.com Word MVP web site www.mvps.org/word <>>< ><<> ><<> <>>< ><<> <>>< <>>< ><<> > Is there a way where I can edit or replace text as follows: > [quoted text clipped - 6 lines] > > Lewis Shanks It will need to be a bit different from that, as I believe the "Find what" text doesn't include the colon after "fax." This could probably be added in a separate second run, though. -- Suzanne S. Barnhill Microsoft MVP (Word) SignatureWords into Type Fairhope, Alabama USA Word MVP FAQ site: http://www.word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. > Wildcard replace > ([0-9\-]{12}) (fax:) [quoted text clipped - 19 lines] > > > > Lewis Shanks It works as written using the example provided which has a colon after fax in both samples. The search string has a colon also ie ([0-9\-]{12}) (fax:) If one or other colon was not required it wouldn't be difficult to adjust the search and replace strings. Signature<>>< ><<> ><<> <>>< ><<> <>>< <>>< ><<> Graham Mayor - Word MVP Web site www.gmayor.com Word MVP web site www.mvps.org/word <>>< ><<> ><<> <>>< ><<> <>>< <>>< ><<> > It will need to be a bit different from that, as I believe the "Find > what" text doesn't include the colon after "fax." This could probably [quoted text clipped - 23 lines] >>> >>> Lewis Shanks Graham/Suzanne: I tried to use the replace function as noted but ended up with no "hits" or replacements. Here is a partial list of the type of name list I have where I wish to make this change. Is it possible to give me a little more info/advice? FYI, originally the list has "fx:" instead of "fax:". I replaced this easily enough, but am stuck on moving the "fax:" to the front of the number. Thanks very much Lewis A&M Aquatics 16260 National Pkwy Lansing, MI 48906 Bill Backus 517-321-7258 ph 517-703-9688 fax: Bill@amaquatics.com www.amaquatics.com Alpine Marine Imports P.O. Box 1718 Orem UT 84059 John Johnson 801-221-0904 ph 801-221-0949 fax: connie_johnson@juno.com Amblard Overseas Trading 20 Avenue De La Chevali?re Mazamet, France F-81200 Fr?d?ric Amblard (33)563982009 ph (33)563612491 fax: info@amblard.fr www.amblard.fr Aqua Craft Inc P.O. Box 653 San Carlos CA 94070 Michael Del Prete 650-637-0322 ph 650-637-0476 fax: aquacraft1@aol.com www.aquacraft.net > It works as written using the example provided which has a colon after fax > in both samples. [quoted text clipped - 29 lines] > >>> > >>> Lewis Shanks It works exactly as Graham Mayor wrote for the specific pattern you requested. In the Find what box, make sure there is a space before "(fax:)" and that there are no other spaces in the box; also make sure you have used the correct form of bracket -- square [], curly {} and rounded or parentheses () Also make sure you have clicked More and checked the Use wildcards check box; if this check box is not checked, Word will find and replace nothing Good luck! Jon Jon: I'm really feeling stupid here! The wildcards check box was/is checked per what the "Finding and Replacing characters using wildcards" site suggests. In the same para which says to check this box, it further says "in a macro, set.Find.MatchWildcards = True." If you do not do this, Word treats the wildcard characters as if they were ordinary text." I have no idea how to do this! I went to Macros and got lost immediately. Same as before, after making sure that the find box details are correctly typed and the replace with box has \2 \1 in it, I again try to replace all and end up with no results. Is there any way that I might be able to call you to discuss further? Lewis > It works exactly as Graham Mayor wrote for the specific pattern you > requested. [quoted text clipped - 9 lines] > > Jon Lewis, Let's start all over again. To make the change for all phone numbers formatted as "123-345-6789 fax:" to "fax: 123-345-6789" in a single Word document (or in one Word document at a time), you do not need to use macros. Simply perform the following steps: 1. Open the Word document containing information you want to change 2. On the Edit menu, click Replace 3. Click More to reveal more options in the dialog box (if the Less button is already highlighted you're OK) 4. Click the Use wildcards check box under Search Options so that it contains a check mark; make sure the other check boxes immediately below are cleared/not checked 5. In the Find what box, type ([0-9\-]{12}) (fax:) a. Note the space before (fax:); do not include any other spaces in the Find what box b. Make sure you have used the correct form of bracket -- square [], curly {} and rounded or parentheses () 6. In the Replace with box, type \2 \1 a. make sure there is no space before \2 7. Click Replace All Note: Make sure there is no formatting specified in either the Find what or Replace with boxes. If formatting has been specified in the Find what box, with the insertion point in the Find what box, click No Formatting; if formatting has been specified in the Replace with box, with the insertion point in the Replace with box, click No Formatting. This will handle phone numbers in the 1st pattern you specified. Good luck! Jon Lewis, 2 other possible sources of your problem: 1. in 0-9, the 0 is a number, not a letter 2. wildcard searches are case sensitive; make sure you have the right case for each the letters in "fax" -- if the document contains "fax" and you search for "Fax", you won't find anything. Jon Jon seems to have the measure of this - but there are two issues why the search pattern may not be finding the string 1. There are two spaces between the number and fax - not one as shown in the original search string (and if you paste the string from your message into Word, one of those spaces is a non-breaking space. You can check in the original document by viewing the space characters with CTRL+* a space will be seen as a dot a non breaking space as a small circle. Change the search pattern to reflect that. ie ([0-9\-]{12}) ^s(fax:) - where ^s is the non breaking space. The search really is quite simple and the details of how to use wildcard searches can be found in the article in the link that Suzanne posted Here, you have two round bracketed sections. The brackets are there only to identify the sections. They are not part of the search itself. The bit in the first set of square brackets [0-9\-] tells Word to look for any numeral or hyphen. Because hyphen is a reserved character the \ tells Word to treat it as a character to search. This Word should look for any numeral or hyphen. The {12} tells Word to look for a sequence of 12 such characters. That completes the first section. Next are the spaces and finally the bracketed fax text. We use the brackets because we want to use the content in the replace string. The \2 \1 tells Word to replace with the second bracketed bit followed by a space then the first bracketed bit. Adjust the strings to reflect *exactly* what you have and want. If, as I read somewhere, you want to replace fax: with fx: or vice versa, you don't need the second bracketed bit. You type exactly what you want in the replacement eg. ([0-9\-]{12}) fx: fax: \1 Signature<>>< ><<> ><<> <>>< ><<> <>>< <>>< ><<> Graham Mayor - Word MVP Web site www.gmayor.com Word MVP web site www.mvps.org/word <>>< ><<> ><<> <>>< ><<> <>>< <>>< ><<> > Jon: > I'm really feeling stupid here! [quoted text clipped - 29 lines] >> >> Jon The original text (unless it's HTML-derived) may not actually have a nonbreaking space; some converters (such as FP) convert extra spaces into nonbreaking spaces because native HTML reduces all white space (except nonbreaking spaces) to a single space. -- Suzanne S. Barnhill Microsoft MVP (Word) SignatureWords into Type Fairhope, Alabama USA Word MVP FAQ site: http://www.word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. > Jon seems to have the measure of this - but there are two issues why the > search pattern may not be finding the string [quoted text clipped - 73 lines] > >> > >> Jon Thanks to all for your hard efforts here. I'm still stuck. Here is what I did: First: what I ultimately need is for the "fax:" to be in front of the number. I use Address or List Grabber to then grab the complete list to move it to a data base. These programs will not recognize the fax nr. unless the original data is set up as "Fax:" or "fax:" (no need for caps). The lists that I find are often in a format where the fax nr. is listed as "f" or "fx" or something like that. When it is in front of the number, it's easy to simply do a replacement, but in some cases like this one I find it at the end of the number. Here is exactly what I did: At this web site: http://amdareef.com/, I highlighted the first few companies listed as the example I advised you of. I transferred this to a Word document. I deleted the columns in the table to the right of the phone/fax nrs., converted the format from table to text, put a space between each company, and replaced "fx" with "Fax:" to arrive at the following: (note: I also made sure that there were two spaces between the nr. and "fax", since one of them had only one space). A&M Aquatics 16260 National Pkwy Lansing, MI 48906 Bill Backus 517-321-7258 ph 517-703-9688 fax: Bill@amaquatics.com www.amaquatics.com Alpine Marine Imports P.O. Box 1718 Orem UT 84059 John Johnson 801-221-0904 ph 801-221-0949 fax: connie_johnson@juno.com Amblard Overseas Trading 20 Avenue De La Chevali?re Mazamet, France F-81200 Fr?d?ric Amblard (33)563982009 ph (33)563612491 fax: info@amblard.fr www.amblard.fr Aqua Craft Inc P.O. Box 653 San Carlos CA 94070 Michael Del Prete 650-637-0322 ph 650-637-0476 fax: aquacraft1@aol.com www.aquacraft.net Aquaman's Reef 85 Wales Ave Jersey City, NJ 07306 Joseph DiTommaso 201-209-9242 ph 201-209-0974 fax: service@aquamansreef.com www.aquamansreef.com Aquarium Center 2458 N 4th Street Flagstaff AZ 86004 Nick Lydon 928-526-1469 ph 928-526-7029 fax: aquactr@mindspring.com I have now tried all recent suggestions, including the non breaking space approach to make sure that there were two spaces in all cases. Still, the result if no success at all when I try to replace it. I understand if you give up on me, but thought that I would try once again since all of you have spent so much time on this for me. Thanks Lewis Shanks > The original text (unless it's HTML-derived) may not actually have a > nonbreaking space; some converters (such as FP) convert extra spaces into [quoted text clipped - 91 lines] > > >> > > >> Jon Lewis, I did exactly what you said you had done assuming that you used the Paste command on the Edit menu to "transfer" the text to a Word document. The problems with what we've been trying to do are now clear: 1. Between the last digit of the fax numbers there is a non-breaking space followed by a space; Graham Mayor has already suggested using ^s (the ^ is SHIFT+6) to represent the non-breaking space 2. After the word fx there is a line break formatting mark; this must be included in the Find what box; Now do the following: 1. Click the Show/Hide button on the Standard toolbar; you should now see the relevant formatting marks (non-breaking space, the space and the line break--a twisted left-pointing arrow) 2. Assuming you've replaced fx with fax:, put the following in the Find what box: ([0-9\-]{12})^s (fax:)^l Note that the ^s is followed by a space, not followed by a space; the ^l code (the lowercase letter L) represents a line break and is not preceded or followed by a space 3. In the Replace with box, put the following: \2 \1^13 Note the space between \2 and \1 and the addition of ^13 (the digits 1 and 3), which represents a paragraph mark; if you didn't include ^13, the fax number text will run into the following e-mail address; make sure there is no space before the ^l I tried this and it works. If it does not work in any particular cases, look carefully at the formatting marks and change your search accordingly. Good luck!!! Jon And if that doesn't fix it for you, send me a copy of the document you are working on. Signature<>>< ><<> ><<> <>>< ><<> <>>< <>>< ><<> Graham Mayor - Word MVP Web site www.gmayor.com Word MVP web site www.mvps.org/word <>>< ><<> ><<> <>>< ><<> <>>< <>>< ><<> > Lewis, > I did exactly what you said you had done assuming that you used the [quoted text clipped - 33 lines] > > Jon Sorry, Graham, I didn't see the colon in his "Find what" text in the original method, but you're right, of course. -- Suzanne S. Barnhill Microsoft MVP (Word) SignatureWords into Type Fairhope, Alabama USA Word MVP FAQ site: http://www.word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. > It works as written using the example provided which has a colon after fax > in both samples. [quoted text clipped - 37 lines] > >>> > >>> Lewis Shanks The eyes are the first to go <bg> Signature<>>< ><<> ><<> <>>< ><<> <>>< <>>< ><<> Graham Mayor - Word MVP Web site www.gmayor.com Word MVP web site www.mvps.org/word <>>< ><<> ><<> <>>< ><<> <>>< <>>< ><<> > Sorry, Graham, I didn't see the colon in his "Find what" text in the > original method, but you're right, of course. [quoted text clipped - 40 lines] >>>>> >>>>> Lewis Shanks |
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