To ,. The example passed HeSoft Doc Batch Tool Enter 6 docx files, choose to use formula fuzziness to find text in the processing option, and set the rules of [A-Z]{3}, \d, etc. Suitable for users who need to approve clean-up materials, unified words or hidden sensitive information.
If you need to batch process keywords in Word files, the traditional method is usually to open a document, press Ctrl H, enter find content and replace content, then save, and then process the next document. This method is acceptable when there are few files, but it will significantly reduce efficiency when multiple docx and doc files need to be modified at the same time. Even more troublesome is that some content is not a fixed keyword, but a certain format, such as three capital letters, consecutive numbers or item codes.
This article describes a more efficient approach: using HeSoft Doc Batch Tool , through "use formula fuzzy find text" to achieve Word document batch regular replacement. Its core idea is to write rules for "what to look for" and then apply the rules to multiple Word files.
Applicable scenarios: need to follow the rules to replace Word keywords
wildcard formulas and regular expressions apply to content that has a fixed pattern. For example, in English course materials, there may be abbreviations such as BOT and ELA; in contracts, statements, and technical descriptions, there may be a large number of numerical numbers; and in internal documents, it may be necessary to replace codes in specific formats. As long as these contents have rules, you can consider using formula fuzzy search.
Compared with ordinary keyword replacement, regular replacement is more flexible. The normal substitution can only say "find ELA to replace with A", while the regular rule can say "find three consecutive uppercase letters and replace with A". This ability is useful when multiple different abbreviations exist in a document.
Effect preview: processing before the number of files, the content is scattered
there are six Word files in the example, all in docx format. They are located in the same batch processing task and are suitable for one-time import through the software.
in the document content before processing, the red arrows mark the locations that need attention. BOT in the title, ELA in the body, and number 60 are all objects to be replaced this time. They are distributed in headings, paragraphs, parentheses, and explanatory text, and are easily missed if they are modified location by location.
Effect Preview: After processing, the replacement result is clearly visible
after processing, multiple locations in the document have been replaced by rules. As can be seen in the screenshot, the original three capital letters have become A and the digital content has become B. The yellow mark can visually see the replacement position, which is convenient for users to check the batch processing results.
this shows that the batch replacement function can not only handle a single keyword, but also batch process multiple matching contents according to formula rules. For work that requires a unified revision of a batch of Word documents, such tools can significantly reduce manual duplication.
Operation steps: From importing files to setting formula replacement
.Step 1: Select "Find and replace keywords in Word"
open HeSoft Doc Batch Tool , enter "Word Tools" in the left navigation ". Find "Find and replace keywords in Word" in the function card ". As you can see from the screenshot, this function is used to find and replace keywords in the content of Word files in batches, which is the entrance to be used in this article.
the expected result of this step is to enter the Word Keyword Substitution Wizard instead of manually opening individual Word files. For batch processing, it is important to select the right tool entry.
Step 2: Add Pending Files and Confirm List
after entering the page, the first stage is "select the records to be processed". There are "Add Files" and "Import Files from Folder" buttons at the top right of the interface. The former is suitable for selecting a small number of files, and the latter is suitable for importing Word documents in the folder.
in the screenshot, the task list displays six files, including the name, path, extension, creation time, and modification time. We recommend that you carefully confirm the file path, especially when there are many documents with the same name, to avoid misprocessing old versions or backup files. Click "Next" after confirmation ".
Step 3: Select Formulas Fuzzy Find and Fill Rules
after entering "Set processing options", select "Use formula blur to find text" in "Find". Then fill in the rule to be found on the left and the replaced content on the right.
the example settings are as follows: the first behavior on the left is [A-Z]{3}, the first behavior on the right is A; the second behavior on the left is \d, and the second behavior on the right is B. [A-Z]{3} matches three consecutive uppercase letters and \d matches consecutive numbers. After this setting, the software will replace one by one according to the line number.
If your actual needs are different, you can replace them with your own rules. For example, if you only want to match two digits, the number of a specific prefix, or a certain type of letter combination, you can adjust it according to the regular expression syntax. However, the meaning of the rules should be understood before adjustment to avoid excessive scope.
Step 4: Set Save Location and Perform Processing
after completing the replacement rule settings, click Next ". According to the page process, you need to set the save location later, and then enter the "start processing". It is recommended not to overwrite the original file directly, but to save the processing results to a new directory for easy checking and rollback. After confirmation, start processing and wait for the software to complete the batch task.
Frequently Asked Questions or Precautions
The wider the formula rules, the more cautious. [A-Z]{3}, for example, matches any three consecutive uppercase letters, not just BOT or ELA. If there are other three uppercase abbreviations in the document, they are also replaced. Be sure to evaluate the rule scope before formal processing.
What does the replacement list mean? In the screenshot, "If you don't fill in, it means delete". Therefore, if the keyword after the replacement on the right is empty, the matching content may be deleted. If the goal is to replace the specified text, be sure to fill in the replacement value.
Why is it recommended to save results? Efficient batch processing, but also requires accurate settings. Save to a new location can keep the original file, easy to compare the effect before and after processing.
Case options are based on documentation. If you want to strictly match capital abbreviations, don't arbitrarily expand the matching range. If you want to handle mixed-case content at the same time, consider the relevant case options again.
Summary
the key to batch regular replacement of Word documents is to convert repetitive manual search and replacement into one-time rule settings. HeSoft Doc Batch Tool Provides a batch processing process for office files, which can import multiple docx documents, use formulas to search for text matching keywords, and then batch output results. For data collation, template update, sensitive information processing and batch revision tasks, it is recommended to give priority to this method to improve efficiency and reduce missing changes.