How to Replace Data in Google Sheets: A Step-by-Step Guide

Replacing text or numbers in Google Sheets is a breeze once you get the hang of it. In just a few clicks, you can swap out old data with new, updated information. Whether you’re correcting a mistake, updating figures, or simply changing something for clarity, this guide will walk you through the process step by step.

How to Replace in Google Sheets: A Step by Step Tutorial

Before diving into the steps, let’s understand what we’ll accomplish. Replacing content in Google Sheets involves using the “Find and replace” feature, which is like a search engine for your spreadsheet. It hunts down the exact word, number, or phrase you’re looking to change and gives you the option to replace it with something else.

Step 1: Open the ‘Find and replace’ dialogue box

To begin the replacement process, you’ll need to open the ‘Find and replace’ dialogue box. You can do this by clicking on the “Edit” menu and selecting “Find and replace” or by using the keyboard shortcut Ctrl+H (Cmd+Shift+H on Mac).

The ‘Find and replace’ dialogue box is where all the magic happens. Here, you’ll input what you want to find and what you’d like to replace it with.

Step 2: Enter the text or number to be replaced

In the ‘Find’ field of the dialogue box, type the exact text, number, or phrase that you want to replace.

Be careful when entering what you want to find. If you’re not specific, you might end up replacing more than you intended.

Step 3: Enter the new text or number

Next, move to the ‘Replace with’ field and input the new text or number you want to use.

This is the content that will appear in place of what you’re replacing. Double-check to ensure you’ve typed it correctly to avoid further mistakes.

Step 4: Set your search parameters

Before hitting the replace button, decide on your search parameters. You can choose to search all sheets or just the current one. You can also opt to match the case for an exact replication.

This step is crucial for narrowing down your search to avoid unintended replacements.

Step 5: Replace

Once you’re ready, you can either replace one instance at a time by clicking “Find and replace” or all instances by clicking “Replace all”.

And voilà! With a simple click, all instances you wanted to replace are updated with the new content.

After completing the replacement action, the old data will be completely overwritten by the new data you’ve entered. If you’ve made a mistake, you can always use the undo option (Ctrl+Z) to go back to the previous state.

Tips for Replacing in Google Sheets

  • Always double-check the text or number you’re replacing to avoid errors.
  • Use the ‘Match case’ option for more precise replacements.
  • Preview the replacement by using the ‘Find’ button before committing to ‘Replace all’.
  • Remember that ‘Replace all’ cannot be undone in sections; you’d have to undo the entire action.
  • Regularly save your progress to avoid losing any important data.

Frequently Asked Questions

What if I only want to replace content in a specific range of cells?

You can select the range of cells before opening the ‘Find and replace’ dialogue box, and it will automatically only search within that range.

Can I undo a ‘Replace all’ action?

Yes, but you would have to undo the entire action, not just a part of it, by using the keyboard shortcut Ctrl+Z.

Can I use ‘Find and replace’ to change formatting?

No, ‘Find and replace’ is designed for replacing text or numbers, not formatting.

Is there a way to replace content across multiple sheets at once?

Yes, you can choose the ‘Search all sheets’ option in the search parameters to replace content across the entire Google Sheets document.

Does ‘Match case’ matter when replacing content?

Yes, if you enable ‘Match case,’ Google Sheets will only replace content that exactly matches the case of the text you’re looking for.


  1. Open the ‘Find and replace’ dialogue box
  2. Enter the text or number to be replaced
  3. Enter the new text or number
  4. Set your search parameters
  5. Replace


Mastering how to replace in Google Sheets is a valuable skill that can save you time and ensure your data remains accurate and up-to-date. With the simple steps outlined in this guide, you’ll be able to confidently find and replace any content in your spreadsheets. Remember to be precise with what you’re replacing and always double-check your work. And don’t forget, if you make a mistake, there’s always the undo option to save the day. As you continue working with Google Sheets, you’ll find that this tool is just one of many that make data management a breeze. So go ahead, give it a try, and watch your productivity soar!

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