Word: Easily clear a table of numbers and preserve formatting


We compose our note disclosures, including number tables, in Word. This has its advantages and disadvantages, but that’s another topic entirely. One process, though, that gets tedious after a while is rolling forward a set of note disclosures and clearing the numbers out of a table. Luckily, I found a great way to speed up the process.

Take, for example, a table for a property, plant, and equipment note disclosure. In the one shown below, we can easily copy and paste the 2009 column over the 2008. But for the 2010 column we would have to manually remove each number, unless we wanted to lose the tabs and spacing set for each row.

SS-2010.12.27-11.04.14

To roll this note forward for 2010, I first copy the 2009 numbers and paste them over the 2008 values and update the heading. I then change the 2009 heading to 2010. Now, using this method, I can quickly clear the 2009 values, leaving the tabs and spacing in each row.

  1. Using the mouse, select the column of numbers.
  2. On the Home ribbon, click the Replace button.
    SS-2010.12.27-11.56.13
  3. In the Find and Replace dialog box, click the More >> button.
    SS-2010.12.27-11.57.05
  4. Click the Special button near the bottom and select “Any Digit.”
    SS-2010.12.27-11.57.40
    There should now be a “^#” in the Find What field.
  5. Do not enter anything in the Replace With field.
  6. Click Replace All. You will see a notice asking if you want to search the rest of the document. Click No.
  7. You will notice that the commas are still in the column. Before closing the Find and Replace dialog box, enter a comma in the Find What field.
  8. Click Replace All. You will see a notice asking if you want to search the rest of the document. Click No.
  9. Close the Find and Replace dialog box.

The table should now look as shown below. It is now ready for fresh numbers!

SS-2010.12.27-12.04.50

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  1. #1 by http://Www.Tumblr.com/blog/chiaraog on March 18, 2013 - 5:06 pm

    This really is the 3rd blog, of yours I really read through.
    Nonetheless I really love this particular one, “Word: Easily clear a table of numbers and preserve formatting
    | CPA Tech Tips” the most. Thank you ,Modesto

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