When multiple Word, docx, or doc documents have characters with similar formats but different contents, such as abbreviations, numbers, numbers, code snippets, etc., it is time-consuming to open files one by one to find and delete. This article HeSoft Doc Batch Tool For example, demonstrate how to use the "find and replace keywords in Word" function, with the help of regular expressions batch fuzzy matching and delete keywords in multiple Word files, thus reducing repeated operations and improving document cleaning efficiency.
When sorting out a large number of Word documents, you often encounter a situation: the content that needs to be deleted is not exactly the same fixed word, but a text with a certain pattern. For example, the three capital letter abbreviations before the document title, the number number in the body, the code or identifier that changes in different documents, etc. If you open docx and doc files one by one to find and delete manually, it is not only inefficient, but also easy to miss and delete.
This article describes the practice of using office software HeSoft Doc Batch Tool The Word batch find and replace function in, fuzzy matching through regular expressions, and leaving the replacement content blank, so as to realize batch deletion of keywords in multiple Word documents. This method is especially suitable for batch cleaning of text with similar structure, clear rules but not fixed specific content.
Application scenario: Which Word content is suitable for batch deletion with regular expressions
regular expressions are suitable for handling "regular but not identical" text. Compared with ordinary exact search, regular can match one type of content at a time, so it is very suitable for batch processing of multiple Word, docx, and doc files.
- Remove the fixed format abbreviation before the title: for example, BOT, ELA, ABC and other 3-digit capital letters.
- Delete numbers in the body: for example, 60 in 60 hours, or the number, serial number, amount number, etc. in the document.
- Delete code with the same format in different files: for example, product number, course number, project number.
- To clean up redundant tags in bulk generated documents: for example, template variables, import flags, placeholders, and so on.
In the example of this article, you need to batch process 6 Word documents and delete the keywords that meet the rules: 3 consecutive uppercase letters and numeric content.
Effect Preview: Pre-Processing and Post-Processing Comparison
before processing: multiple docx files contain rule text to be deleted
the example folder contains six Word documents with file names 1.docx through 6.docx. They all need to perform the same keyword cleanup operation.
Open one of the Word documents and you can see that the title contains something like BOT such 3-digit capital letters, the text also contains 60 such digital content. These contents may not be exactly the same for each file, but the format is regular, so it is suitable for batch deletion using regular expressions.
After processing: the matched keywords are deleted in batch
after the processing is complete, the capital letter abbreviations in the original title have been deleted, and the numbers in the body have also been deleted. Because the keyword list after this replacement is empty, the matched content will be directly cleared to achieve the effect of "batch fuzzy deletion of Word keywords.
Steps: Use regular expressions to batch fuzzy delete Word keywords
step 1: Enter the Word tool and select "Find and replace keywords in Word"
open HeSoft Doc Batch Tool On the left, select Word Tools. Locate and click in the list of tools "Find and replace keywords in Word". This function is used to find and replace keywords in the contents of Word files in batches, and can also be deleted in batches by "replacing with empty.
The purpose of this step is to enter the function module that deals specifically with Word text search and replacement. For scenarios where you need to modify the contents of docx and doc files in batches, it is important to choose the right tool first.
Step 2: Add Word files that need to be processed
after entering the function page, the software will display the processing flow, including "select the record to be processed", "set the processing option", "set the saving location" and "start processing". In the first step, you can click add File, can also pass import files from a folder batch import Word documents.
As can be seen from the screenshot, six docx files have been imported in the example. The list displays the file name, path, extension, creation time, and modification time. After confirming that the document is correct, click at the bottom of the page. Next step, enter the processing options settings.
If a file does not need to be processed, you can remove it from the Actions column on the right side of the list to avoid misprocessing.
Step 3: Select "Use formula blur to find text"
on the Set Processing Options page, find find the way. Here are "Find Text Exact" and blur find text with formulas two ways. Since this example is to delete regular but not fixed content, choose blur find text with formulas.
Here, "formula fuzzy search text" can be understood as using regular expressions to match text. Instead of just looking for a fixed word, it matches a class of text according to the rules entered.
Step 4: Fill in the regular expression to be found.
on the left list of keywords to find enter the rule to match in. In the example, two lines are filled in:
- [A-Z]{3}: Matches three consecutive uppercase letters, such as BOT, ELA, and ABC.
- \d: Matches one or more digits, such as 60, 100, 2026.
These two rules will find the text in the Word document that meets the conditions. For batch deletion of unfixed keywords, filling in different rules by branches can cover multiple types of content at one time.
Step 5: Leave the replaced keyword list blank to achieve the deletion effect
the right side is list of keywords after replacement. Prompt in screenshot "No column indicates deletion", so this example does not fill in any replacement content. In this way, the software will replace the contents matched on the left side with empty, which is equivalent to deleting these keywords from the Word document.
This step is the key to achieving "batch deletion": if the content is filled in on the right, the software will perform replacement; if the content is not filled in on the right, it will perform deletion.
Step 6: Continue to the next step, set the save location and start processing
after confirming that the search method and regular expression are correct, click next step. According to the interface process, you need to set the location of the processed file to save, and then enter the start processing phase.
It is recommended to save the processed files to a new folder for easy distinction from the original files and for random checking after processing. After completion, open the generated Word document to check the effect and confirm that the matching keywords have been deleted.
Frequently Asked Questions and Precautions
1. Why use regular expressions instead of exact lookups?
If the keywords to be deleted in each Word document are exactly the same, use exact search. However, if the keyword changes, such as different 3-digit capital abbreviations, different numbers, and different numbers, it is more appropriate to use regular expressions. Regular expressions can match a type of content according to rules, reducing repeated filling and repeated operations.
2. Must the replacement list be deleted if it is empty?
As can be seen from the screenshot prompt, the replaced keyword list area is marked with "deletion without column". Therefore, in the current function, if you want to delete the matched content, do not enter the content in the replacement list on the right.
3. Regular expressions should be filled in carefully to avoid accidental deletion.
The wider the regular expression match range, the easier it is to match to content that you do not want to delete. For example, \d will match all numbers in the document. If the document has date, page number, amount, number, etc., it may be deleted together. Before formal batch processing, it is recommended to test with a small number of documents and process all documents after confirming the effect.
4. Do you support Word files such as docx and doc?
In the screenshot example, the docx file is processed. When actually organizing Word documents, common file formats for users include docx and doc. Before operation, you can put the Word files to be processed into the same folder, and then import them in batches through "Add Files" or "Import Files from Folder.
5. It is recommended to keep the original file backup before processing
batch processing of files is very efficient, but it also means that once the rules are set incorrectly, the impact will be relatively large. Therefore, it is recommended to back up the original Word document before starting processing, or save the output file to a new directory to avoid overwriting important data.
Summary: Reduce the duplication of Word document cleaning with batch processing tools
by HeSoft Doc Batch Tool The "Find and Replace Keywords in Word" function of can convert the work that originally needed to open Word documents one by one, find manually and delete manually into one-time batch processing. For scenarios where regularized keywords exist in multiple docx and doc files, you can use regular expressions to achieve more flexible fuzzy matching and batch deletion.
If you often need to clean up numbers, abbreviations, variables, numbers or other regular text in Word documents, you can follow the steps in this article to import the file first, then select "Use Formula Fuzzy Find Text", fill in the regular expression, and leave the replacement blank. In this way, batch fuzzy deletion can be completed quickly, greatly reducing duplication of work and improving office document processing efficiency.