Finding Based on Displayed Results

Written by Allen Wyatt (last updated July 16, 2022)
This tip applies to Excel 2007, 2010, 2013, 2016, 2019, Excel in Microsoft 365, and 2021


2

Barry wants to be able to search what is displayed in a cell rather than searching what is contained in the cell. He notes that Find and Replace apparently only knows about the formula in the cell, so it fails when looking for the displayed contents. As an example, suppose column A has part numbers and column B has a lookup formula returning the names for those part numbers. Barry wants to be able to search column B for part names that contain a certain string.

The reason that Excel isn't finding what you want is that you need to tell Excel where to look for what you want. Given the scenario you outline, start by displaying the Find tab of the Find and Replace dialog box; the easiest way is to press Ctrl+F. (See Figure 1.)

Figure 1. The Find tab of the Find and Replace dialog box.

The dialog box is very minimal, and if you type in the portion of the part number you want to find, you'll be disappointed in the results, as you have been to date. Instead, before searching, click the Options button to expand the options in the Find and Replace dialog box. (See Figure 2.)

Figure 2. The Find tab of the expanded Find and Replace dialog box.

The key thing to note here is the setting in the Look In drop-down list. There are three possible settings in this drop-down list:

  • Formulas. Excel searches only what is contained in the cells, regardless of how the information in the cell is displayed. It also ignores comments.
  • Values. Excel searches only what is displayed in the cells, ignoring any underlying formulas or comments.
  • Comments. Excel searches only within any comments, ignoring actual cells.

The default search setting is the first one, Formulas. This is why Barry isn't getting the results he wants from his searches. If you change the Look In drop-down list to Values, then the results will be entirely different.

There is one important thing to note. If you use the Replace tab of the Find and Replace dialog box, you'll still note that there is a Look In drop-down list. However, the only option in that variation of the drop-down list is Formulas; there is no Values option. The reason of this is that you can only replace within formulas (the contents of a cell), not within values (what the cell displays).

It should also be noted that the Look In setting is persistent for your entire Excel session. The next time you start the program, however, the setting defaults back to Formulas.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (13442) applies to Microsoft Excel 2007, 2010, 2013, 2016, 2019, Excel in Microsoft 365, and 2021.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Counting with PivotTables

One of the ways you can use PivotTables is to generate counts of various items in a data table. This is a great technique ...

Discover More

Creating a Master Document Using Existing Subdocuments

If you decide to create a master document, it is easy to do by just adding one or more subdocuments to an existing ...

Discover More

Adding a ScreenTip

Need to add a ScreenTip to your document? It's easy to do, provided you are adding a hyperlink.

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 2013 (Word, Excel, PowerPoint, Outlook, and Access) with VBA programming, using it for writing macros, automating Office applications, and creating custom applications. Check out Mastering VBA for Office 2013 today!

More ExcelTips (ribbon)

Superscripts in Find and Replace

The find and replace used in Excel is less powerful than its counterpart in Word, so it is not able to do some of the ...

Discover More

Limiting Searching to a Column

When you use Find and Replace, Excel normally looks through all the cells in a worksheet. You may want to limit the ...

Discover More

Finding and Replacing in Text Boxes

Finding and replacing information in a worksheet is easy. Finding and replacing in other objects (such as text boxes or ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is five more than 8?

2022-07-18 07:14:54

Alex Blakenburg

Re: "The reason of this is that you can only replace within formulas (the contents of a cell), not within values (what the cell displays)."

A couple of workarounds if you want to replace constant values and not the content of formulas.
• In replace click on Match Entire cell contents
This will only be true for constants and not for formulas

• Use Goto <F5> Special and Select constants, then when you use replace, it will only update the Selected cells which are the constants.


2022-07-16 09:42:02

J. Woolley

In newer versions of Excel, there will be 4 choices:
Formulas
Values
Notes -- the OLD unthreaded Comments
Comments -- the NEW CommentsThreaded
Whoever decided to assign the NEW name to the OLD object should be fired.


This Site

Got a version of Excel that uses the ribbon interface (Excel 2007 or later)? This site is for you! If you use an earlier version of Excel, visit our ExcelTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.