When fixed keywords are present in multiple TXT text files and you need to uniformly replace the entire paragraph containing those keywords, manually opening each one in Notepad is not only slow but also prone to omissions. This article, using the actual operation interface of the office software " HeSoft Doc Batch Tool ", explains how to batch import txt files, set the search method, fill in the list of keywords to look for, and configure the replacement content, thereby quickly completing paragraph replacement across multiple text files. The article also covers applicable scenarios, before-and-after effects, important notes, and common questions, helping you handle batch text processing tasks more reliably, reduce repetitive work, and improve file organization efficiency.
Many people who organize TXT text, notepad files, or maintain copywriting materials in batches encounter a typical problem: not just replacing a single word, but wanting to find the entire paragraph containing a certain keyword and then uniformly replace that whole paragraph with new text. If there are many files, opening each txt file individually to search and rewrite is inefficient and prone to omissions.
What this article aims to solve is precisely the problem of batch finding keywords in TXT text to replace entire paragraphs. Below, we will combine the actual interface of the office software HeSoft Doc Batch Tool to explain step-by-step how to complete the operation, helping you quickly process multiple text files and reduce repetitive work.
Applicable Scenarios
Features like "Replace complete lines based on keywords" are particularly suitable for the following office scenarios:
- Batch modification of product copy: For example, when old promotional slogans appear in multiple txt files and need to be uniformly replaced with new descriptions.
- Cleaning fixed paragraphs: When entire lines containing a specific keyword need to be deleted or rewritten in the text, they can be processed centrally.
- Maintaining knowledge bases or text materials: Standardizing updates to a large number of notepad texts, avoiding manual line-by-line modifications.
- Batch processing exported plain text data: For instance, in system-exported txt, log, or description texts where fixed lines need uniform replacement.
For administrative, operations, editorial, customer service, and data collation personnel who frequently work with txt, text, plain text, and notepad files, this type of batch replacement function is very practical.
Effect Preview
Before Processing
In multiple TXT files, there are entire paragraphs or complete lines containing specified keywords. For example, a line might contain the keyword Advertising slogan, but this entire line of content is no longer applicable and needs to be uniformly replaced.
After Processing
The software, based on the keyword you fill in, will locate the complete line containing that keyword in the text file and replace it with the new content you set. The post-replacement text example shown in the screenshot is:
Pay attention to details and win trust with sincerity.
That is, it doesn't just change a single word, but directly replaces the entire matched line with a new sentence, which is more suitable for batch updating copy and descriptive content.
Operation Steps
Step 1: Enter the Corresponding Function in the Text Tool
From the left side of the software's main interface, you can see that you are currently in the Text Tools category. The interface lists multiple functions related to text processing, among which the second item is:
Find and replace complete lines in text files based on keywords
This is the function entry point discussed in this article. Its core function is: Batch delete or replace complete lines containing a certain keyword in text files with new text.
Operation Purpose: Enter the correct batch text processing function to avoid performing only ordinary partial replacements.
Expected Result: Open the "Find and replace complete lines in text files based on keywords" processing page.
Step 2: Add the TXT Files to be Processed
After entering the function page, the software defaults to Step 1, "Select records to process". You can see several prominent buttons at the top of the page:
- Add File
- Import files from folder
- Clear
- More
If you are only processing a few txt files, you can click Add File; if you need to batch process multiple text files in a folder at once, it's more suitable to use Import files from folder.
As seen in the screenshot, multiple txt files have already been imported into the file list, such as Mars.txt, Mercury.txt, Moon.txt, Tomato.txt, etc., indicating that this function supports loading multiple text files at once for unified processing.
Operation Purpose: Centrally import all TXT files that need batch replacement into the software.
Expected Result: The file list displays the file name, path, extension, creation time, and modification time, confirming that the files to be processed have been loaded.
After confirming there are no errors, click Next at the bottom.
Step 3: Set the Search Method and Keyword Replacement Rules
After entering Step 2, "Set processing options", you can see this page is the core of the entire operation.
1) Choose the Search Method
What is checked in the screenshot is Exact text search. This means the software will match the keyword content you enter and then perform the replacement on the hit complete lines.
Operation Purpose: Determine the keyword search method.
Expected Result: The software finds text lines containing the target keyword based on the set rules.
2) View Additional Options
The interface also provides two additional options:
- Ignore letter case
- Match the whole word, not part of the word
If the capitalization in your txt content is inconsistent, you might consider checking "Ignore letter case"; if you only want to match whole words to avoid matching part of a word, you can pay attention to the second setting.
Operation Purpose: Further improve the accuracy of search results.
Expected Result: Reduce mismatches and enhance the stability of batch replacements.
3) Fill in the List of Keywords to Search For
The name of the input box on the left is: List of keywords to search for. The example filled in the screenshot is:
Advertising slogan
What you fill in here is the keyword you want the software to identify. As long as a complete line in any txt file contains this keyword, it will enter the replacement process according to the rules.
Operation Purpose: Tell the software "what to find".
Expected Result: The software will subsequently search for corresponding content in multiple text files based on this keyword.
4) Fill in the List of Replacement Keywords
The name of the input box on the right is: List of keywords after replacement
The example replacement content in the screenshot is:
Pay attention to details and win trust with sincerity.
This item means: When the software finds a complete line containing the target keyword, it will replace that complete line with this new text. There is also a prompt next to the interface: Leaving it blank means deletion.
This means the function can not only "replace the entire paragraph" but also, in certain scenarios, achieve "delete the entire line based on the keyword".
Operation Purpose: Tell the software "what to replace with".
Expected Result: All hit complete lines will be uniformly replaced with the new content; if no replacement content is filled in, the hit complete lines will be deleted.
5) Proceed to the Next Step
After confirming that both the search keywords and the replacement content are correctly filled in, click Next at the bottom of the page to continue to the subsequent save location and execution processing.
Although the screenshot doesn't show the details of the final execution page, from the process flow at the top of the page, it can be seen that there are two more steps to go through: "Set save location" and "Start processing".
Operation Purpose: Complete the parameter settings and prepare for formal batch processing.
Expected Result: Enter the result saving and execution phase.
Step 4: Set the Save Location and Start Batch Processing
According to the process bar at the top of the interface, after completing the processing options, the next steps are to set the save location and then start processing. This is a typical batch processing flow for office software: select files first, set rules next, set the output location, and finally execute.
During the actual operation, it is recommended that you double-check the following before starting:
- Are all imported files the txt files that need processing?
- Is the keyword filled in accurately?
- Is the replacement content the final version?
- Do you need to distinguish between upper and lower case?
- Do you need to match whole words?
Operation Purpose: Ensure the batch processing results are controllable, avoiding mistakenly modifying multiple files at once.
Expected Result: The software completes the full-line replacement in the TXT texts in batches according to the set rules.
Common Questions or Precautions
1. Does this replace a single word or the entire paragraph?
Judging from the function name "Find and replace complete lines in text files based on keywords", the focus here is on processing complete lines. That is, it first locates using a keyword, and then replaces the entire hit line, rather than just replacing the keyword itself.
2. What happens if the replacement content is left blank?
The interface clearly prompts: Leaving it blank means deletion. Therefore, if you want to clear complete lines containing a certain keyword, you can leave the right-side replacement content empty.
3. Do I need to back up files before processing?
Backup is recommended. Especially when batch processing multiple txt files, if the keyword settings are inaccurate, it might simultaneously affect many files. Keeping a copy of the original text is safer.
4. Will different keyword capitalizations affect the results?
It will have an impact, depending specifically on whether you checked Ignore letter case. If the original file contains mixed case, it is recommended to decide whether to check it based on the actual situation.
5. What file types is this suitable for?
From the current interface and examples, this article mainly targets TXT text files. If you need to process Word documents, such as doc, docx, you should use the corresponding Word tool in the software, not the text tool.
Summary
If your work often requires batch finding keywords in TXT texts and replacing entire paragraphs, using HeSoft Doc Batch Tool will be much more efficient than manually opening notepad to modify them one by one. Its advantage lies in: importing multiple text files at once, automatically identifying target lines by keyword, and then uniformly executing full-line replacement or deletion, which is especially suitable for batch copy updates, data cleaning, and text standardization.
It is recommended that during actual operation, you first select a few sample txt files for testing to confirm the keyword hit range and replacement results are correct, before expanding to batch processing the entire folder. This ensures accuracy and truly leverages the office software's value in batch file processing, reducing repetitive work, and improving efficiency.