When managing business data across multiple Excel spreadsheets, teams in enterprises often encounter situations where product codes need to be updated in dozens of financial reports, or department names need to be standardized throughout the company's documents after a restructuring. Our usual approach is to open the workbook files one by one and manually find and replace these contents. This method first wastes a lot of our time and also increases the risk of omission errors during processing.
So is there another way to precisely and batch replace all keywords that need to be modified in Excel tables? Here is a method that allows us to find the keywords that need to be updated throughout the entire spreadsheet and batch replace them, ensuring data uniformity while maintaining the original formatting and formulas.
When should you batch replace text and numbers in Excel tables?
Unified Format
Corporate Xls and Xlsx files need to be imported into the system, but table data from different sources usually has inconsistent formats. For example, dates or serial numbers may vary, requiring us to replace 2025/11/11 with a format like 2025-11-11 to facilitate subsequent statistical analysis. Batch replacement can significantly improve data consistency and avoid the inefficiency caused by manual modifications.
Unified Text
When finance and sales generate Excel reports, data in older versions may need to be updated. Through batch find and replace, old numbers or text can be updated to the latest standards in one go, helping us save the step of modifying row by row. While saving time, it also helps maintain the correctness and synchronization of data versions.
Data Adjustment
Creating Excel template files often requires batch replacing specified text across thousands of entries, such as terminology, decimal units, or department names. Batch replacing numbers also applies to sample amounts, serial numbers, and annotations, ensuring textual standardization and unity while improving editing efficiency and document quality.
Preview of the Effect of Updating Keywords in Xls and Xlsx File Cells
Before processing:
After processing:
Steps for Batch Modifying Specified Keywords in Excel Files
1. Openć HeSoft Doc Batch Tool ćand select [Excel Tools] - [Find and Replace Keywords in Excel].
2. Choose a method under [Add Files] or [Import Files from Folder] to add the Excel files where text needs to be replaced. You can also drag files directly into the area below. After confirming the files are correct, click Next.
3. Enter the option settings interface. For the processing scope, check "Cell Text". If text on Sheet names or shapes also needs to be replaced, you can check those options as well. Then, select the methods and types below according to your needs.
4. If a conversion failure occurs, we can choose to convert it to text, not replace that cell, or delete all content in the cell. For the find method, select [Find Exact Text]. Enter the text or numbers to be modified in the keyword list below, input the replacement keywords in the replaced keyword list, and finally click Next again. Click Browse to choose a save location for the new file.
5. After waiting for the process to complete, click the red path to open the folder, where you can view all the Excel files with successfully replaced cell content.
