When working with large Excel sheets, it’s common to find repeated data, errors, or outdated entries. Instead of manually correcting each cell, Excel offers a powerful tool called Replace. It’s one of the most powerful tools for quick edits and bulk updates.
What is Replace in Excel?
Ctrl + H is the keyboard shortcut for the Replace feature in Microsoft Excel.
The Replace feature in Excel allows you to quickly find specific text, numbers, or characters and replace them with another, either one by one or all at once.
How to Use Replace in Excel?
1. Press Ctrl + H on your keyboard.
This opens the Find and Replace dialog box with the Replace tab active.
2. Enter the text to find
In the “Find what” box, type the word, number, or formula you want to replace.
3. Enter the new text
In the “Replace with” box, type the new word or number.
4. Choose an action
- Click Find Next to check each instance manually.
- Click Replace to change one item.
- Click Replace All to change everything at once.
Example
Suppose you have a column with the word “Pending” repeated multiple times.
Goal: Change all “Pending” to “Completed”
Steps:
1. Press Ctrl + H
2. Find what: `Pending`
3. Replace with: `Completed`
4. Click Replace All
Done! Excel will update all cells in seconds.
Advanced Options:
Click Options >> in the Replace box to:
Match Case (e.g., pending ≠ Pending)
Match Entire Cell Contents
Search within Sheet or Workbook
These filters help prevent accidental replacements.
Why Use Replace in Excel?
- Save time on repetitive edits
- Fix spelling or data errors instantly
- Update outdated or incorrect values
- Easily clean up and format data
The Replace (Ctrl + H) feature in Excel may look simple, but it’s incredibly powerful. Whether you’re handling hundreds of rows or making quick changes in a small sheet, this tool is a must-know for every Excel user.
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