In the course of work, it is often necessary to batch modify a large number of duplicate words in Word documents? Modify the project name, unify the job description of the personnel or update the model of the product. If you manually search, replace and modify one by one, it will not only waste manpower and time, but also fill in errors or omissions. In fact, in the current technology, not only Word has built-in powerful batch processing functions, but other small tools are even better, but many people have not found it.
Here are three simple and efficient batch replacement techniques for everyone, so that you need to process Word documents in a few hours. Now it only takes a few minutes to easily complete, greatly improving our work efficiency. Come and try it with me!
What situations need to replace text and numbers in Word documents in batches?
Update Template Document
when Word uses templates, some of the text or numbers need to be replaced with new text, such as [Enterprise Name] replaced with a specific enterprise name. Batch replacement can quickly complete the replacement and update of the entire document, which is commonly used in contracts, reports and other scenarios.
Data modification or correction
there are a large number of repeated words in the document or the format in the document needs to be unified. We can replace words and numbers in batches, and some repeated 2024 year numbers in the whole document can be replaced with 2025 in batches at one time, which can improve our modification efficiency and avoid gaps in manual operation.
Protection of sensitive information
in some of the Word documents left behind after we talked with customers, there are a large number of private information of the customers. The names, numbers or addresses will be kept in the documents. In order to protect the privacy of customers, we can directly replace the names and numbers of customers in these Word documents in batches to realize the rapid growth of efficiency.
Preview of the effect after replacing multiple keyword words in Word
before treatment:
after treatment:
method 1: Use HeSoft Doc Batch Tool Batch replace words and numbers in Word
A collection of multi-functional "office weapons library", whether it is file renaming, file sorting, format conversion or modification of the contents of the document can be done in batch!
Recommended Index:★★★★★
Advantages:
- no complicated operation is required, only a few mouse clicks and input text can be replaced.
- It supports batch processing of hundreds and thousands of files, and it only takes one minute from start to finish.
Disadvantages:
- can only be installed in a computer.
Operation steps:
1. Open 【 HeSoft Doc Batch Tool ], select [Word tool]-[find and replace keywords in Word].
2. Select a method in [Add File] and [Import File from Folder] to import the Word document that needs to be replaced with text, or drag the document directly to add it below, and then click Next.
3. Enter the setting interface, select [Accurately Find Text], then enter the keyword before replacement below the keyword list to be found, enter the replaced text and number below the replaced keyword list, and then click Next again. Then click Browse and select a location to save the new file.
4. After waiting for a few seconds for the processing to end, click on the red path to view the successfully replaced Word document.
Method 2: Use Word to find and replace the key words in the document
as the core of Word, the most commonly used replacement function, suitable for one-time replacement of a keyword.
Recommended Index:★★★☆ ☆
advantages:
- simple operation, no complicated operation.
- All Word can be used in all versions.
Disadvantages:
- only one word can be replaced at a time, and multiple files must be operated one by one.
- Replacing multiple words or numbers requires many repetitions.
Operation steps:
1. Open the Word document and press the shortcut Ctrl H to open the window.
2. Enter the old text to be replaced in the search content, and enter the new text to be replaced in the replacement.
3. Click Replace All.
Method 3: Batch replace text and numbers in Word by VBA macro code
if you regularly replace the same batch of keywords, then writing a simple macro is the most convenient solution.
Recommended Index:★★☆ ☆ ☆
advantages:
- write a key after the completion of the execution, efficient completion of batch replacement.
- It can be saved for subsequent use without frequent new operations.
Disadvantages:
- for the novice there is a high threshold that requires simple lifting of VBA code.
- Some computers with stricter security settings may not allow macro documents.
Operation steps:
1. After opening Word, press Alt F11 to open the VBA editor.
2. Double-click your document in the item bar on the left, and then enter the sample code below in the code window on the right (Old word and New word need to be modified by themselves):
Sub Batch replace multiple words
With ThisDocument.Content.Find
.Execute FindText:="Old word 1", ReplaceWith:="New word1", Replace:=wdReplaceAll
.Execute FindText:="Old word 2", ReplaceWith:="New word2", Replace:=wdReplaceAll
.Execute FindText:="Old word 3", ReplaceWith:="New word3", Replace:=wdReplaceAll
End
MsgBox "Batch replacement completed! "
End Sub
3. Close the editor, return to Word, press Alt F8 to select the Batch replace to multiple the words macro and run it.