When dealing with a lot of Word, we found in the article that a whole paragraph with a keyword should be cleaned up in batches. How should we operate it? For example, in many Word reports, it is necessary to delete explanatory paragraphs with keywords such as clauses and drafts, or to refer to the contents in the AI. However, there may be redundant paragraphs containing keywords such as AI generation in the text. We need to delete a whole paragraph of text with these keywords in batches, and individual words. Usually we can only use search and replace to find keywords, and then manually delete this whole paragraph of text to solve the problem, but this will consume our working time, greatly reduce the efficiency, and easily produce errors in the case of strong repeatability.
This article aims at this problem and teaches you four special methods. You only need to delete an entire paragraph containing the keyword in batch according to the keyword appearing in the paragraph to achieve accurate removal and greatly improve our processing efficiency and accuracy of the document. Come and give it a try with me!
What happens to clear an entire paragraph of text in Word based on keywords?
Clear privacy content
in the management of enterprise Word documents, some files may contain sensitive information such as codes, employee numbers or contract terms. Before sharing and disclosing, a whole paragraph of text containing specific keywords should be removed in batches to avoid the risk of disclosing trade secrets.
Remove Duplicate Instructions
when writing data in a Word document, there may be many redundant contents in the article, such as descriptions, comments or records with specified keywords. In order to further improve the cleanliness and readability of the document, we usually delete unnecessary whole paragraphs in the whole document in batches according to these keywords to ensure the clarity of the main contents.
Delete template comments
some companies and enterprises will use the creation of Word macro commands or scripts to process template documents. When the entire text content such as template comments and clauses needs to be cleared according to keywords, macro commands and scripts will highlight the importance and can automatically identify and delete the corresponding entire paragraphs based on keywords.
Effect preview of deleting entire paragraphs based on Word keywords
before treatment:
after treatment:
method 1: Use HeSoft Doc Batch Tool Batch Delete Entire Text
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Advantages:
- it can process hundreds or thousands of Word documents in batch, with fast speed and high efficiency, and also supports replacing entire paragraphs according to keywords.
- All added files are processed locally and will not be uploaded to protect the user's security and privacy.
Disadvantages:
- only software can be installed to operate in a computer.
Operation steps:
1. Open 【 HeSoft Doc Batch Tool ], select [Word Tool]-[Find and Replace Complete Paragraphs in Word Based on Keywords]].
2. Select a method in [Add File] or [Import File from Folder] to add a Word file that needs to delete an entire paragraph containing the specified keyword, or drag the file directly below, and then click Next.
3. Enter the setting options page, select [Accurate Text Search], and check below according to the actual situation of the text. Enter the keyword contained in the paragraph below the searched keyword list, and leave it blank below the replaced keyword list to delete the entire text containing this keyword. OK, click Next, then click Browse to select the location to save the new file.
4. After waiting for the processing to end, click the red path to open the folder to view the Word file whose paragraphs have been successfully deleted.
Method 2: Word wildcard replacement function to delete entire paragraphs based on keywords
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advantages:
- delete the most accurate, will not delete other content.
- Can solve most of the problems at once, there will be no follow-up troubles.
Disadvantages:
- need to learn the knowledge of wildcards, learning the cost is larger.
- Versions below 2010 have poor compatibility and can only be deleted one file at a time.
Operation steps:
1. Open the Word file, press Ctrl H to open the find and replace window, click More, and check the use of wildcards.
2. In the search content, enter (^ 13)[!^ 13]@ AI [!^ 13]@ ^ 13 (take AI as an example), replace it with enter/1, and then click Replace All.
3. It can be replaced successfully in an instant.
Method 3: Use VBA macro function to batch delete entire paragraphs containing specific keywords
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advantages:
- fully automatic batch processing, a key to complete.
- Suitable for a large number of deleted content, while being able to save for repeated use.
Disadvantages:
- macro functions need to be enabled, which is difficult for people who do not know.
- After enabling macros, files will have security risks and need to pay more attention to protecting privacy.
Operation steps:
1. Open the Word file and press Alt F11 to open the VBA editor.
2. Insert a new module and paste the code below:
Sub DeleteParagraphsWithKeyword()
As String, Dim keyword, \\\\\\\\\\\\\\\\\\\\\
keyword = "Aii"
For I = ActiveDocument.Paragraphs.Count To 1 Step -1
If InStr(ActiveDocument.Paragraphs( I ).Range.Text, keyword) > 0 Then
ActiveDocument.Paragraphs( I). Range.Delete
End If
Next I
End Sub
3. The second code is still based on AI as an example, and then press F5 to finish running.
Method 4: Use the Navigation Pane to manually delete Word paragraphs that contain the specified keywords
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advantages:
- optional delete do not want the content.
- Important parts will not be deleted by mistake, and all operations are safe and reliable.
Disadvantages:
- each file requires manual action.
- It will take a considerable part of the time to complete the process.
Operation steps:
1. Open the Word file and click [View]-[Navigation Pane]].
2. Enter keywords in the search box, and then all keywords will be displayed in highlights.
3. Delete the entire paragraph one by one, and it is better to close the navigation pane.
