The One Editing Tool Most Writers Underuse: The Search Function

The Search function is the fastest way to spot patterns you can't see while reading straight through

Between writing academic syllabi, deciding which courses to teach, and experimenting with new teaching technologies—VR rooms, 3D environments, AI programs (learning Zoom already feels like last century)—I haven't had much time for long blog posts. Still, I didn't want to let the space go quiet. So here's a quick, practical editing tip I rely on constantly, whether I'm teaching, writing, or editing for clients.

It's simple, free, and built into every word processor: the Search function.

Every writer has their favorite editing rituals—reading aloud, printing out pages, color-coding scenes. But there's one built-in tool that can instantly improve your writing and save your editor (and yourself) hours of work: the humble Search function.

Yes, that tiny magnifying glass in Word or Google Docs can reveal a lot about your habits. It's like holding up a mirror to your writing style. Here's how to use it to clean up your manuscript before you hit send.

We all have our verbal crutches. Maybe yours is "just," "really," "suddenly," or "that." Type them into the search bar and see how often they pop up. You'll probably be surprised.
If you find "just" 87 times in a 50,000-word manuscript, try cutting half of them. Your sentences will instantly tighten.

Tip: Use "Find and Replace" to highlight these words in a bright color first—it helps you decide case by case which ones to delete.

Search for "was," "were," or "had." These often point to passive or overly complicated phrasing.
Example:
❌ She was walking down the street when she saw him.
✅ She walked down the street and saw him.

You don't need to eliminate every instance—sometimes "was" is exactly right—but a quick scan helps you spot places where your writing could be stronger.

If you've copied and pasted sections, check for double spaces or inconsistent paragraph breaks.
Try searching for double spaces by typing two spaces in the search bar. You can also search for tabs (^t in Word) if you've used them for indentation instead of proper formatting.

Ever notice your character "nods" every other page? Or that everyone "smiles" too much? Search for those actions to make your prose more varied.
The same goes for names—if your protagonist's name appears three times in one paragraph, it's probably too much.

If you're editing for tense consistency, search for "ed" or "ing" endings to see if you've slipped from past to present.
Similarly, search for pronouns ("I," "she," "they") to ensure your point of view hasn't accidentally shifted.

The Search function is the fastest way to spot patterns you can't see while reading straight through. It's not glamorous, but it's powerful—and it gives you a clearer, cleaner draft before your editor even opens the file.

Think of it as the first pass of professional self-editing with no special software required.