when there are similar but not identical product numbers, field names or fixed prefixes in multiple PPT and PPTX files, it is very time-consuming to open slides page by page and manually modify them, and it is easy to miss them. This article takes batch changing the product number of "PRD-1001" to "USA-PRD-1001" and changing "Color:" to "PRD-Color:" as an example to introduce how to use HeSoft Doc Batch Tool The PowerPoint keyword search and replace function, one-time processing of multiple presentations, improve office file batch processing efficiency.
In product materials, training courseware, sales PPT, project report documents, often encounter a kind of problem: many PowerPoint slides in the keyword structure is similar, but not exactly the same. For example, the product number may be PRD-1001, PRD-1002, or PRD-2050, and the field name may be uniformly written as Color:. Now you need to change it to a new naming rule in batch. If PPT and PPTX files are opened one by one and replaced page by page, it is not only time-consuming, but also easy to miss changes.
HeSoft Doc Batch Tool It is a document batch processing software for office scenes, suitable for processing a large number of repetitive operations in Word, Excel, PowerPoint, PDF and other documents. This article will explain how to batch replace similar keywords in many PPT slides in combination with the operation interface, especially suitable for PowerPoint files that need to replace text according to rules.
Applicable Scenarios
This method is applicable to situations where the same or similar text exists in multiple PowerPoint files and needs to be replaced uniformly. Common scenarios include:
- Batch modify product number prefix, for example, change PRD-1001 and PRD-1002 to USA-PRD-1001 and USA-PRD-1002.
- Batch modify field names, for example, change Color: to PRD-Color:.
- Batch update the brand name, department name, region logo and project number in PPT, PPTX and PPTM presentations.
- Multiple product introduction PPT use the same template, only need to replace some of the fixed text or similar keywords.
- PowerPoint files in multiple folders need to be processed at the same time to avoid manual repeated opening, searching and saving.
Compared with the single-file search and replacement that comes with PowerPoint, the advantage of batch processing tools is that you can import multiple files at once, and use formulas to search for text and process "similar but not identical" keywords.
Effect Preview: Pre and Post Processing
Before processing: keywords that need to be replaced uniformly exist in PPT
In the sample file, the body of the slide contains the basic product information, two of which need to be modified:
- Product ID: PRD-1001
- Color: White
The PRD-1001 here is the product number. If many files have different numbers, such as PRD-1002 and PRD-1003, it is troublesome to use common precise search only, and multiple rules need to be set separately.
After processing: similar keywords are replaced according to rules
After batch processing, the text in the example becomes:
- Product ID: USA-PRD-1001
- PRD-Color: White
It can be seen that the PRD-1001 in the number is added with USA-prefix according to the rules, and Color: is also replaced with PRD-Color:. If multiple PPTX files are imported, the tool will batch process the corresponding text in all files according to the same rules.
Operation steps
Step 1: Open the PowerPoint tool and select the find and replace function.
Start HeSoft Doc Batch Tool select PowerPoint Tool in the left tool category ". In the list of features on the right, find and click Find and replace keywords in PowerPoint ".
The purpose of this step is to enter a function module specifically for batch search and replacement of PowerPoint file content. This module is used to handle text keywords in presentations such as PPT and PPTX.
Step 2: Add PPT files that need batch processing
After entering the "Find and replace keywords in PowerPoint" page, add files in the first step "Select records to be processed. On the interface, you can see two entries: "Add File" and "Import File from Folder:
- If you are only working with a few specified files, you can click Add Files ".
- If the files are all in the same folder, you can click "Import files from folder" to import multiple PowerPoint files at once.
After the file is imported, the list displays information such as the serial number, name, path, extension, creation time, and modification time. In the example, five PPTX files are imported, including the following.
The expected result of this step is that all PowerPoint files to be processed will appear in the list. After confirming that they are correct, click "Next" at the bottom ". If a file is added by mistake, you can use the delete operation in the list to remove it. If you need to re-select it, you can also use "Empty" on the page ".
Step 3: Set the PPT processing range
After entering the second step "Set processing options", first set the processing range in PPT options. In the screenshot, "normal text" is checked, which means that the keywords in the normal text content of the slide are mainly replaced this time.
You can also see options such as Master Name and Layout Name in the interface. This example only needs to replace the text in the body of the slide, so keep "normal text" checked.
The purpose of this step is to limit the location where the tool looks for replacements and avoid including replacements in the scope that does not need to be processed.
Step 4: Select Use Formula to Fuzzy Find Text
In the Set Keyword Options area, find text exactly and find text using formula blur ". Since this article deals with "similar keywords", such as PRD-1001 and PRD-1002, it is recommended to select "Use formula to find text in fuzzy".
The lookup rule in the example is:
- Find: PRD-(?=\ d)
- Replace with: USA-PRD-
The meaning of this rule is to find the PRD-followed by the number and replace it with the USA-PRD-. In this way, the PRD-1001 will become USA-PRD-1001 without having to write a separate rule for each product number.
You can also use Find Text Exact if you are simply replacing identical text ". For example, replacing the fixed brand name A with the finished brand name B is more suitable for accurate search.
Step 5: Fill in the search keyword list and the replaced keyword list
In the list of keywords to find on the left, fill in the content to find in each line. In the list of keywords after replacement on the right, fill in the corresponding replacement content by the same line number.
Example settings are as follows:
| Line Number | Keywords to find | Keyword after replacement | Replace effect |
|---|---|---|---|
| 1 | PRD-(?=\d) | USA-PRD- | PRD-1001 → USA-PRD-1001 |
| 2 | Color: | PRD-Color: | Color: White → PRD-Color: White |
Pay attention to the correspondence between the line numbers on the left and right sides when filling in. Line 1 lookup replaces the content with line 1, and line 2 lookup replaces the content with line 2. If the replaced keyword is not filled in, the UI prompt means that it can be used to delete the corresponding content, so do not leave it blank by mistake.
If the case of keywords may be inconsistent, you can check "Ignore the case of letters" as needed ". The case of the keywords in this example is fixed, so there is no need to check extra.
Step 6: Set the save location and start processing
After setting keyword rules, click Next to enter Set Save Location ". It is recommended to save the processed files to a new folder, which is convenient to distinguish from the original PPT files and facilitate subsequent verification.
After setting the save location, continue to the "Start Processing" step and perform batch processing as prompted on the page. The tool searches and replaces multiple PowerPoint files in batches based on the imported file list and keyword replacement rules.
The expected result of this step is that similar keywords in multiple PPT and PPTX files are uniformly replaced, and users do not need to open the files one by one to modify them manually.
Step 7: Open the processed PPT to check the results
After the processing is completed, it is recommended to open one of the generated PowerPoint files for spot check. In the example you can see:
- The original Product ID: PRD-1001 has been changed to Product ID: USA-PRD-1001.
- The original Color: White has been changed to PRD-Color: White.
If the results of the spot check meet expectations, the processed documents will continue to be used for distribution, filing or submission.
Frequently Asked Questions and Precautions
1. Should similar keywords be found exactly or fuzzy by formula?
If the text in all files is exactly the same, for example, all called Color:, you can use the exact find text. If the text has a common law but not exactly the same, such as PRD-1001, PRD-1002, PRD-8888, it is more suitable to use the formula to find the text.
2. Why is it recommended to back up the original file first?
Bulk replacement affects multiple PowerPoint files at the same time. In order to avoid incorrect changes to a large number of files caused by incorrect rule writing, it is recommended to keep the original files before processing or save the processing results to a new folder. The PowerPoint in the screenshot also suggests the importance of backing up documents.
3. Do the find list and the replacement list need to correspond one by one?
need. The first row on the left corresponds to the first row on the right, and the second row on the left corresponds to the second row on the right. When filling in multiple rules, be sure to check whether the line numbers correspond to each other to avoid replacing the text with the B rule.
4. How many PPT files can be processed at one time?
From the operation process, you can add multiple PowerPoint files in batches through "add files" or "import files from folders. It is recommended to test the rules with a small number of files before actual processing, and then process the complete folder after confirming that it is correct.
5. Just want to replace the body content of the slide, how should I choose?
Select Normal Text in the Processing Range. The example in this article is to replace the Product ID and Color fields in the body of the slide. If your requirements involve master or layout names, select the corresponding range according to the actual situation.
Summary
The key to batch replacing similar keywords in many PPT slides lies in two points: one is to import multiple PowerPoint files in batch, and the other is to process similar texts with appropriate search methods. By HeSoft Doc Batch Tool , you can turn the work that needs to be opened one by one, searched page by page, and modified manually into a batch after setting rules.
For high-frequency office documents such as product data, project reports, courseware templates, sales presentations, etc., this batch processing method can significantly reduce duplication of work and reduce the risk of missed changes. It is recommended to test the replacement rules with one or two PPTX files to confirm the correct effect before importing the complete folder for batch processing.