If there are keywords with similar formats but not completely identical content in multiple Word documents, such as fixed-length uppercase abbreviations, different numbers, codes, or dates, it is very time-consuming to open them one by one to find and delete. This article uses HeSoft Doc Batch Tool as an example to demonstrate how to use the "Find and Replace Keywords in Word" feature, using regular expressions for fuzzy matching and leaving the replacement content blank, to batch delete specified content in Word files such as docx and doc, reduce repetitive operations, and improve document cleaning efficiency.
When organizing large numbers of Word documents, a common issue arises: the content to be deleted is not a fixed, identical phrase, but rather text following a consistent pattern. Examples include 3-letter uppercase abbreviations like BOT and ELA, and numerical content like 60, as shown in the screenshot. Manually opening each docx file to find and delete these items is not only time-consuming but also prone to omissions.
Such tasks are better suited for office software that supports batch file processing. Using HeSoft Doc Batch Tool as an example, this guide explains how to use regular expressions for batch fuzzy deletion of keywords across multiple Word documents, cleaning up pattern-based content in one go.
Applicable Scenarios
The method described here is suitable for the following Word batch content cleanup needs:
- Batch deleting patterned content like English abbreviations, serial numbers, numbers, and codes from multiple Word documents.
- Cases where keywords to be deleted across multiple docx or doc files are not identical but follow a unified rule.
- Situations requiring fuzzy matching with regular expressions, such as deleting sequences of 3 consecutive uppercase letters or a string of digits.
- Scenarios needing batch replacement in Word content, achieving batch deletion by using "replace with empty".
For example, [A-Z]{3} can match 3 consecutive uppercase letters, and \d+ can match consecutive digits. As long as the replacement keyword list remains empty, the effect is the deletion of the matched content.
Effect Preview: Before and After
Before: Multiple Word Files Needing Uniform Cleanup
The example folder contains 6 Word documents, named 1.docx through 6.docx, requiring batch processing with the same rules.
Opening one of the documents reveals content that needs deletion: BOT in the title, ELA in the paragraph, and the number 60, among others. Since this content is not necessarily identical across all files, fuzzy matching with regular expressions is more effective.
After: Rule-Matched Keywords Batch Deleted
After processing, the original BOT in the title is deleted, and the letter abbreviations and numbers matching the rules in the body text are also cleaned up. The software performs a unified search across multiple Word files based on the set regex rules and replaces the matched content with nothing.
Operation Steps
Step 1: Enter Word Tools and Select "Find and Replace Keywords in Word"
Open HeSoft Doc Batch Tool and select Word Tools on the left. Find and click "Find and Replace Keywords in Word" in the tools list. This function is used to batch-find keywords in Word file content and supports replacing the found content with specified text.
This case's goal is not to replace with new text, but to delete the content. Therefore, in the subsequent settings, the "Replace With Keyword List" must be left empty.
Step 2: Add the Word Files to Process
After entering the function page, first add the Word files to be processed. At the top of the interface, you can see two entry points: Add Files and Import Files from Folder. If the number of files is small, you can add them directly; if a folder contains many docx documents, importing from a folder is more efficient.
Once added, the files are displayed in a list with information like file name, path, extension, creation time, and modification time. The screenshot shows 6 imported docx files, indicating these are the targets for this batch operation. After confirming the list is correct, click Next at the bottom to proceed to processing options settings.
Step 3: Select Fuzzy Text Search by Formula and Enter the Regular Expression
On the "Set Processing Options" page, find the Search Method. Here, you need to select Use Formula for Fuzzy Text Search, which means using regular expressions to search by rules, rather than searching for exact, fixed text.
In the Keywords to Find list on the left, enter the regular expressions line by line. The example in the screenshot contains two rules:
- [A-Z]{3}: Matches sequences of 3 consecutive uppercase English letters, e.g., BOT, ELA.
- \d+: Matches consecutive digits, e.g., 60, 123, 2026.
The right side is the Replace With Keywords list. The interface prompts "Leave blank to delete". Therefore, to batch delete the matched content, do not fill in any replacement text on the right. The software will then directly clear the content matching the rules after finding it.
Step 4: Proceed to Next Step, Set Save Location, and Start Processing
After confirming the regular expressions are correct, click Next. Following the page flow, you will go through Set Save Location and then to Start Processing. It is recommended to save the processed files to a new folder for easy differentiation from the original files and to allow rollback if the processing results do not meet expectations.
After starting the process, the software will perform find-and-replace operations on the listed Word files one by one. For this example, content matching [A-Z]{3} and \d+ will be matched in bulk and deleted because the replacement content is empty.
Common Questions and Notes
1. Why choose "Use Formula for Fuzzy Text Search"?
If the content to be deleted is exactly the same in every file, an exact text search can be used. However, in this case, the keywords share a pattern but are not identical (e.g., different three-letter uppercase abbreviations, different numbers), which requires using fuzzy text search with formulas, i.e., regular expression matching.
2. Why should the Replace With Keywords list be left empty?
This function is fundamentally "Find and Replace". When the replacement content on the right is empty, the matched text is replaced with nothing, thereby achieving the deletion effect. The prompt "Leave blank to delete" on the right side of the interface also indicates this.
3. Set Regular Expressions with Caution
[A-Z]{3} will match all sequences of 3 consecutive uppercase letters, not just BOT or ELA. If the document contains other three-letter uppercase abbreviations, they may also be deleted. \d+ will delete all consecutive digits; if the document contains page numbers, years, or serial numbers that match the rule, they may also be cleaned up. Therefore, before official batch processing, it is recommended to test with a small number of Word files first.
4. Keep Backups of Original Files
Batch deletion is a significant content modification operation. To avoid accidental deletion, it is recommended to save the processing results to a new directory or back up the original docx and doc files beforehand. Replace the official files only after confirming the results meet requirements.
Summary
Using regular expressions for batch fuzzy deletion of keywords in Word is suitable for handling document cleanup tasks involving large volumes of structurally similar content with regular variations. With the aid of HeSoft Doc Batch Tool , repetitive operations that originally required opening, finding, and deleting one by one can be consolidated into a single batch process.
If you have many docx or doc documents needing cleanup of abbreviations, numbers, serial numbers, code, etc., you can follow the steps in this guide: select "Find and Replace Keywords in Word", import files, enable fuzzy search by formula, enter the regular expressions, and leave the replacement content empty to quickly complete the batch deletion.