When multiple txt files contain similar but not exactly identical content, manually opening each file to find and replace is not only time-consuming but also prone to missed changes. This article explains how to use the office software " HeSoft Doc Batch Tool " to batch replace entire sections of content in txt files that contain fuzzy keywords with new text. With practical interface demonstrations, the article covers application scenarios, before-and-after results, specific steps, and precautions, helping you quickly complete tasks such as text cleaning, content unification, and batch revisions, reducing repetitive work and improving file processing efficiency.
Many people encounter this problem when organizing TXT text files: within the same batch of files, some paragraphs need to be uniformly replaced, but these paragraphs are not completely identical—they just all contain certain keywords or similar expressions. If you open txt files one by one, manually search, delete each paragraph, and paste new content, the workload is huge and prone to errors.
This article addresses this exact scenario: batch replacing paragraphs containing fuzzy keywords in txt with new text. As shown in the screenshots, we are using the office software HeSoft Doc Batch Tool , which is suitable for processing large numbers of files, especially for batch modifying text content, unifying data formats, and reducing repetitive work.
Applicable Scenarios
If you have the following needs, this method is very suitable:
- Batch cleanup of specified description sections, old version descriptions, and invalid content in multiple txt files;
- Locating entire paragraphs by keywords and uniformly replacing them with new standard text;
- The text content has slight differences, making it impossible to rely solely on "exact match" searches;
- Processing batches of Notepad files or text files, rather than just modifying a single file.
For example: some txt texts contain numerical years, fixed phrases, or a certain description. As long as these keywords are matched, the entire corresponding paragraph is replaced with new content. This processing method is particularly suitable for office scenarios such as knowledge base organization, text collection cleaning, batch proofreading, and copy updates.
Effect Preview
Before Processing
From the example screenshot, it can be seen that the original txt file has two paragraphs that need processing:
- One paragraph contains numerical content similar to 13.8;
- The other paragraph contains the phrase In this sense.
This content is located within its respective complete paragraphs; it is not about replacing just a single word but rather replacing the entire paragraph containing the keyword.
After Processing
After processing, the entire paragraphs that originally matched the keywords are replaced with new text.
The example shows that:
- The entire paragraph matching the first rule is replaced with testA;
- The entire paragraph matching the second rule is replaced with testB.
Other paragraphs that do not match any rules remain unchanged in their original form. This allows for quick batch replacement without manually editing each file one by one.
Operation Steps
Step 1: Enter the corresponding function in Text Tools
After opening HeSoft Doc Batch Tool , select Text Tools in the left function area. From the function list, click Find and replace complete lines in text files based on keywords.
As seen from the screenshot, the description of this function is precisely about processing whole lines or paragraphs in text files based on keywords, perfectly matching the needs of this article: locating by keywords and then replacing with new text.
Purpose of this step: Enter the correct batch processing module.
Expected result: Enter the file import and processing configuration interface.
Step 2: Batch add the TXT files to be processed
After entering the function page, first import files in Step 1 "Select records to be processed". The following buttons can be seen at the top right of the interface:
- Add Files
- Import Files from Folder
- Clear
- More
If you are only processing a few txt files, you can click Add Files; if you want to process all text files in an entire directory at once, directly using Import Files from Folder is more efficient.
The screenshot shows 10 txt files have been batch imported, and the list displays information such as file name, path, extension, creation time, and modification time for verification.
Purpose of this step: Load all txt text files to be processed at once.
Expected result: The imported txt records can be seen in the file list; after confirming they are correct, click Next at the bottom.
Step 3: Select the fuzzy search method
After entering "Set processing options", first set the search method. The screenshot clearly shows that the selected "Search Method" is:
Use formula for fuzzy text search
This step is very critical. Because this article deals with replacing paragraphs containing fuzzy keywords, not exact character-by-character searches, the fuzzy search method should be used instead of "Exact text search".
Additionally, the interface also has an "Ignore letter case" option. If the English case in your txt files might be inconsistent, you can consider whether to check this based on the actual situation.
Purpose of this step: Let the software identify content by fuzzy rules, improving matching flexibility.
Expected result: The system will search based on the entered expressions or keyword rules.
Step 4: Fill in the list of keywords to find
In the List of keywords to find on the left, enter the content to match. The example screenshot shows two entries:
- \d+
- In this sense
Judging from the interface state, matching by fuzzy rules is supported here, so you can enter both fixed phrases and search content with rule characteristics. In the example, \d+ is used to match numerical content, and In this sense is used to match paragraphs containing that phrase.
Purpose of this step: Tell the software "what content counts as hitting the target paragraph".
Expected result: The software will search for complete content containing these keywords or rules in each txt file.
Step 5: Fill in the new replacement text
In the List of replacement keywords on the right, enter the corresponding new text. The two replacement contents in the screenshot are:
- testA
- testB
This means:
- The complete content matching the first search rule will be replaced with testA;
- The complete content matching the second search rule will be replaced with testB.
The lists on the left and right sides have a one-to-one correspondence, so pay attention to maintaining consistent order when filling them in.
Purpose of this step: Specify the replacement result for each search rule.
Expected result: Each matched paragraph can be replaced with new text according to the corresponding rule.
Step 6: Continue to the next step and execute batch processing
After setting the search rules and replacement content, click the Next button at the bottom of the page to continue the subsequent process. According to the step prompts at the top of the interface, you will then proceed to:
- Set save location
- Start processing
That is, after completing the rule configuration, set the save location for the processing results, and then execute the batch replacement.
Purpose of this step: Submit the processing rules and start batch execution.
Expected result: The software automatically processes all imported txt files, replacing the target paragraphs containing fuzzy keywords with the new text you specified.
FAQ and Notes
1. What is the difference between fuzzy search and exact search?
If your target content has slight differences across various txt files, or you need to match content by a certain pattern, you should preferably use Use formula for fuzzy text search. Exact search is more suitable only if the content is completely identical.
2. Do the search list and replacement list order need to be consistent?
Yes, they must be consistent. The 1st entry on the left corresponds to the 1st entry on the right, and the 2nd on the left corresponds to the 2nd on the right. Otherwise, it is easy to encounter problems where the replacement results do not match expectations.
3. Does this replace a single word or the entire paragraph?
Judging from the before-and-after effects in the screenshots, the processing result here is: As long as a keyword is matched, the corresponding complete paragraph content is replaced with new text. Therefore, it is suitable for entire paragraph deletion, rewriting, and uniform replacement, not just simple single-word changes.
4. Should I back up the files before processing?
It is recommended to back up the original txt files before formal batch processing, especially when the rules are complex or the number of files is large. Test with a small number of samples first, confirm the results are correct, and then process all files, which is a more prudent approach.
5. What text file scenarios can be processed?
This article demonstrates the batch replacement scenario for txt text files, suitable for Notepad files, plain text materials, batch-exported text content organization, etc. If you also have processing needs for documents like doc, docx, Excel, PDF, you can combine other modules within this type of office software to continue batch processing.
Summary
For requirements like "batch replacing paragraphs containing fuzzy keywords in txt with new text", manual processing is inefficient and involves a lot of repetitive labor. The advantage of office software like HeSoft Doc Batch Tool lies in its ability to transform the work of opening files one by one, searching paragraph by paragraph, and replacing paragraph by paragraph into a single configuration and batch completion.
In actual operation, you only need to:
- Enter the corresponding function in Text Tools;
- Batch import txt files;
- Select "Use formula for fuzzy text search";
- Fill in the lists of search keywords and replacement content;
- Set the save location and start processing.
If you frequently need to batch organize texts, unify content, or clean data, it is recommended to standardize this process directly. Test the rules with a few sample texts first, and after confirming they are correct, execute in batch, which can significantly reduce repetitive labor and improve file processing efficiency.