Is still having a headache for replacing hundreds of keywords in Excel? Manually finding replacements one by one is not only time-consuming and labor-intensive, but also prone to errors and omissions. Today, let's introduce an efficient tool-- HeSoft Doc Batch Tool The [Batch Replacement of Keywords in Excel] function in can solve your work troubles at one time, quickly batch replacement, and save heavy repetitive work.
Why do I need to replace Excel keywords in batch?
Scenario 1 (Financial Reconciliation): The name of the company's business unit suddenly changes, and hundreds of old names need to be updated to new names in dozens of statements throughout the past year.
Scenario 2 (product data management): product iteration, the old model code (such as A100) needs to be updated to the new model (such as A200) in all inventory tables and manuals.
Scenario 3 (data cleaning): The customer data exported from the system has a large number of redundant words such as "province" and "city" in the address information, and needs to be deleted in batches to unify the format.
Scenario 4 (multi-language support): Project documents need to be in both Chinese and English, and a series of Chinese professional terms need to be batch replaced with corresponding English abbreviations.
Scenario 5 (Report Standardization): The reports submitted by various departments within the group have various expressions of the same indicator (such as "completion rate", "achievement rate" and "completion ratio"), which need to be unified into standardized terms.
In the face of the above situation, most people can only crustily skin of head to open each Excel file, press Ctrl H, enter a word, replace, and then enter the next word... Repeated mechanical labor, not only tired eyes, tired hands, but also very easy to miss a file or a keyword in repeated operations, resulting in inconsistent data, followed by more problems.
Excel cell content replacement effect preview:
Before treatment:
After treatment:
Method 1: Use HeSoft Doc Batch Tool To batch replace Excel keywords
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Advantages:
1. One-click list replacement: Enter two groups of keyword lists, "Find" and "Replace", and complete batch replacement with one click.
Batch processing: hundreds of thousands of files can be processed at the same time, truly fully automated processing.
3. Professional search options: provide accurate matching, fuzzy search, ignore case and other professional modes to make replacement more accurate and controllable.
4. Intelligent data retention: After replacement, the original data format such as numbers and dates will be automatically kept unchanged to avoid destroying the calculability of the table.
5, data security and stability: independent software operation, data stored in the local do not upload, to protect the user data security.
Disadvantages:
γ HeSoft Doc Batch Tool ] needs to be downloaded locally to use.
Operation steps:
1. Download and open γ HeSoft Doc Batch Tool ], select [Excel Tools] in the left toolbar, and then select [Find and Replace Keywords in Excel] on the right].
2. Click [Add File] at the top right, or drag and drop to upload files to be processed in batches.
3. Enter the next step and select [Cell Text] in the processing range. In the section [List of Keywords to be searched], you can directly enter the keywords to be replaced and output the replaced keywords accordingly. Support "exact find text" or "use formula fuzzy find", and provide "ignore case", "match complete word" and other additional options to ensure the accuracy of the replacement.
4. Click [Next], the tool will start to replace the keywords corresponding to Excel in batches, and the processing results will be fed back in time.
Method 2: Use Office to find and replace Excel keywords (Ctrl H)
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Advantages: The software that everyone often uses is basically free and does not need to learn software operation any more. Small, simple keyword substitutions for a single file are quick.
Disadvantages: Batch find and replace multiple keywords in Excel is extremely inefficient and cannot be imported into the list at once. Cannot batch across multiple files; advanced options (such as matching entire cells, formulas only, etc.) are limited.
Operation steps:
1. Open office and then open the Excel workbook you need to process.
2. Press the shortcut ctrl H on the keyboard to bring up the "Find and Replace" dialog box.
3. Enter the first word to be replaced in the "Find Content" box, for example, "white" and enter the target word "black" in the Replace with box ".
4. Click the "Replace" button. However, only a single file can be processed, not batch.
Method 3: Use Kutools for Excel to replace keywords in Excel
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Pros: Powerful Excel add-in, adaptable to multiple versions of WPS. Its "batch find and replace" function supports the selection of areas, worksheets, workbooks, and can import/export lists, Excel batch replacement ability is very strong.
Disadvantages: It is a paid plugin (although there is a trial version) and needs to be integrated to run within Excel. For very large files or very complex nested replacements, the response is sometimes slow.
Operation steps:
1. First, make sure that the Kutools plug-in has been successfully installed and loaded in Excel. The "Kutools" tab will appear in the top menu bar.
2. Click Kutools -> find and click "Batch Find and Replace" in the "Edit" function group ". A dedicated sidebar window will pop up.
3. In the sidebar, first select the replacement range in the "Range" drop-down box, such as "Selected Cells", "Current Worksheet", "All Worksheets" or "Entire Workbook". In Type, select Normal ".
4. In the "Find" list box, you can manually enter "white" line by line. Enter "black" in the "Replace with" list box ". A more efficient way is to click the "Import" button to import the two-column keyword list prepared in advance from the text file.
5. Click the "Replace All" button. After the replacement is complete, you can view the replacement log in the Results tab of the sidebar.
Method 4: Use Adobe Acrobat Pro DC to replace keywords in Excel
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This is not a tool designed for Excel, and the operation is somewhat circuitous.
Advantages: When editing PDF files, if Excel tables are embedded in PDF, its find and replace function can take effect on PDF page text.
Disadvantages: Not essentially a tool to handle native Excel files, not valid for. xlsx format. The operation is bulky and the price is relatively expensive. Excel keyword batch update is not its original design intention.
Operation steps:
1. First, you must save or print all Excel files that need to be processed into PDF format.
2. Open the generated PDF file with Adobe Acrobat Pro (not free Reader).
3. Click the "Edit PDF" tool in the right tool pane, and the software will try to identify the text blocks in the PDF.
3. Find and click the "Find" icon (magnifying glass) in the toolbar at the top and select "Replace Text". Enter "white" in the search box, enter "black" in the replace box, and click replace. However, lists cannot be imported and must be entered manually one by one.
4. After completion, a modified PDF is obtained instead of an editable Excel file, which requires format conversion.
Method 5: Use Python (pandas library) to replace keywords in Excel
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Advantages: very flexible and powerful, through a few lines of code can achieve any you can think of Excel keyword list replacement logic, suitable for programmers and data analysts to deal with massive data.
Cons: A programming foundation is required, and installing Python environments and libraries is a huge obstacle for the average user. Personnel who have not studied cannot get started and are not suitable for solving immediate office problems quickly.
Operation steps:
1. Make sure Python is installed on the computer and install the necessary libraries through the pandas openpyxl command install pip.
2. Open a text editor (such as VS Code, Notepad) and create a new. py file.
3. Enter the code and modify the file name and replace_dict dictionary content in the code to the actual requirements.
4. On the command line, switch to the directory where the script is located and execute python your script name. py. Observe whether there is an error, and debug the code based on the error information.
Method 6: Use Power Query(Excel built-in) to replace keywords in Excel
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Advantages: Microsoft's official powerful data conversion tool, free of charge. Through the "replace value" and "add custom column" and other functions, you can achieve data cleaning and replacement, suitable for data flow processing.
Disadvantages: There are many configuration steps, which is not applicable to simple keyword list replacement. Each replacement needs to refresh the query, the operation is not direct enough.
Operation steps:
1. in Excel, click the "data" tab-> "get data"-> "from file"-> "from workbook", select the Excel file and import it.
2. In the PQ editor, select the column to be replaced. Right-click and select Replace Values ". In the pop-up dialog box, you can only enter one search and replace value at a time.
3. For the same column, you need to right-> "replace value" again and enter the second pair of keywords.
4. If multiple columns need to be replaced, repeat 2-3 steps for each column.
5. After all replacement settings are completed, click the "Close and Upload" button of the "Home" tab before the data will be loaded back into a new worksheet in Excel.
Method 7: Use Google Sheets to replace keywords in Excel
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Advantages: Online collaboration is very convenient. Its find and replace (Ctrl H) function is similar to that of Excel desktop version but supports real-time collaborative viewing.
Disadvantages: also does not support the keyword list batch import replacement. Files need to be uploaded to the cloud, data security and privacy concerns exist, and functions are affected by the network environment.
Operation steps:
1. Open Google Drive, upload Excel files, or create new Google Sheets directly.
Double-click the file and it will open in the browser as Google Sheets.
3. Click the top menu "Edit"-> "Find and Replace", or use the shortcut Ctrl H(Windows) /Cmd H (Mac).
4. In the pop-up dialog box, enter the contents of "Find" and "Replace with". You cannot import the list at one time. You can only empty the input box after processing a pair of keywords and enter the next pair.
5. Steps 1-4 need to be repeated for each document. All operations are network-dependent and files are stored on third-party servers.
Method Eight: Replace Excel Keywords with Mac Automator (AppleScript)
Automated attempts by Mac users, the process is unstable and complex.
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Pros: Free for Mac users, a series of actions can be automated by creating "workflows.
Disadvantages: Need to write AppleScript or Shell commands, high technical requirements for users, complex configuration, unstable.
Operation steps:
1. Find and open the "Automator" in the "Applications" folder ".
2. Select New Document and Workflow as the type ".
3. Search for "Running AppleScript" in the left resource library and drag it to the right workspace.
4. In the AppleScript box, you must enter a complex script.
5. Click the "Run" button to test, and you need to debug the script repeatedly.
Therefore, choosing the right tool is essentially a budget for your "operating costs" and "learning costs. For high-frequency, multi-keyword, multi-file Excel keyword list replacement requirements, like HeSoft Doc Batch Tool Such a special tool is undoubtedly the best choice to save the total cost (time cost trial and error cost learning cost).