In daily work, when updating contracts or adjusting product descriptions in a company, we need to match and replace entire paragraphs based on specific numbers or identification codes within each paragraph. While Word's find and replace feature can cover most daily needs, it is difficult to handle paragraphs with numbers or codes, and cannot capture dynamic content. Here we can use formulas combined with wildcards to precisely identify paragraphs with specified numbers or codes, and directly batch replace them with new content, avoiding the tediousness of searching each paragraph and improving our document processing efficiency.
This article will show you how to use formulas to match paragraphs with dynamic numbers or codes, and then batch update or replace them, helping you easily process documents quickly. Let's give it a try!
Preview of Batch Replacing Entire Paragraphs with Numbers or Codes in Doc and Docx Files
Before processing:
After processing:
Steps to Batch Replace Entire Paragraphs with Specific Numbers or Codes in Word with New Text
1. Open [ HeSoft Doc Batch Tool ], select [Word Tools] - [Find and Replace Paragraphs in Word by Keywords].
2. Choose an import method from [Add Files] or [Import Files from Folder], import the Word documents where paragraphs need to be replaced by keywords. You can also drag and drop files directly, then click Next.
3. On the settings interface, select [Use Formula for Fuzzy Text Search]. Below the keyword list for searching, enter the three formulas [\(\d{3}\)\s*123-4567], [\(\d{3}\)\s*234-5678], and [\(\d{3}\)\s*345-6789], corresponding to the three sets of numbers in the document. If there are other numbers to replace, you can use AI or a regex generator based on the Microsoft .Net framework to create them. Below the replacement keyword list, enter the corresponding paragraph text for each line. Click Next again, then click Browse, and choose the save location for the new file.
4. After processing is complete, click the red path to open the folder, then open the Word document to see that all paragraphs have been successfully replaced.
When Do You Need to Use the Batch Replace Entire Paragraphs in Word Feature?
Updating Documents
For example, in a customer service manual, each branch has different service numbers. If the company updates these numbers, we can batch replace the corresponding paragraphs based on the numbers present in the document.
Modifying Technical Documents
Some technical support teams often use specific code identifiers to resolve issues. When processes need to be updated, these codes can be used to locate paragraphs in Word and then batch replace them with new guidance content.
Adjusting Contract Numbers
When processing contracts, clauses usually start with a number. If the content of certain clauses needs to be modified, we can precisely locate and replace the entire clause content by the clause number.