This article explains how to use formula fuzzy matching to batch process keywords in multiple Word files. Through the Word tool of the office software, users can select "find and replace keywords in Word", import multiple docx files, and then use regular expression rules to match text in processing options. The example replaces the three-digit capital letter that [A-Z]{3} matches with A, and the number that \d matches with B. Articles are suitable for users who need to modify contracts, reports, course materials, and internal documents in bulk.
Word keyword batch search and replacement is a requirement that many office workers will encounter. Especially when the content structure of multiple files is similar and some words or numbers need to be modified uniformly, manual processing will waste a lot of time. Further, if the keyword is not completely fixed, but conforms to a certain format, such as a three-digit capital abbreviation or consecutive numbers, then ordinary search and replace is not flexible enough.
This article describes how to use HeSoft Doc Batch Tool Process multiple Word files by formula fuzzy matching. This method is suitable for batch revision scenarios of Word documents such as docx and doc. Complex search conditions can be set as formulas and then applied to the file list in batches.
Applicable scenarios: multiple Word files need to be uniformly replaced with keywords
formula fuzzy matching is suitable for the following scenarios: English course abbreviations need to be replaced in a batch of course documents; Number numbers need to be processed uniformly in multiple reports; Item codes in enterprise templates need to be rewritten in batches; Some sensitive information needs to be replaced with placeholders before sending. As long as these contents are regular, you can consider using regular expressions to describe them.
Compared with manual operation, the advantage of batch processing software is to import multiple files at a time, set replacement rules at a time, and execute processing at a time. For office tasks with more repetitive work, this approach can significantly improve efficiency.
Effect preview: pre-processing files and keyword distribution
in the example, there are six Word files to be processed, with the names 1.docx through 6.docx. They are the input files for this batch replacement task.
open the document before processing, you can see that the content to be replaced is distributed in different locations. There is BOT in the title, ELA in the body, and 60 in the description. Because the location of these contents is not fixed, it will be tedious to find files one by one.
Effect Preview: After processing, press rules to complete replacement
when batch processing is complete, the matching content in the document has been replaced. In the example, the text that conforms to the three-digit capital letter rule is replaced with A, and the number is replaced with B. The post-processing screenshots clearly show multiple replacement locations.
this result shows that the formula fuzzy matching can cover multiple positions in the document and does not require the user to locate them one by one. This is a practical method for work that requires batch modification of Word keywords.
Operation Steps: Complete Set Word Batch Find and Replace Task
Step1: Select Word Tool's Replace Function
in HeSoft Doc Batch Tool Select "Word Tools" on the left side of the main interface, and then click "Find and Replace Keywords in Word" in the function card ". The function name and description point to the bulk search and replace of Word file contents, which is suitable for this task.
once entered, the processing flow will be displayed at the top of the page. The user only needs to complete the settings step by step, and the replacement task of multiple documents can be handed over to the software for execution.
Step 2: Add files or import from folders
on the "Select Records to Process" page, click "Add File" to select single or multiple Word files. If the files have been organized in the same directory, you can click "Import Files from Folder". Six docx files have been imported in the screenshot, and the table shows the name, path, and extension of each file.
the expected result of this step is to form an accurate pending list. It is recommended to check the path carefully to confirm that there are no omissions and no irrelevant documents added by mistake. Click "Next" after confirmation ".
Step 3: Enable Formula Fuzzy Find Text
on the Set Processing Options page, select Find Text Using Formula Blur ". Then fill in the find rule on the left and the replace result on the right.
the settings in this example are: enter [A-Z]{3} in line 1 of the search list and a in line 1 of the replacement list; Enter \d in line 2 of the search list and B in line 2 of the replacement list. This allows you to replace three capital letters with A and consecutive numbers with B.
If you only want to deal with certain abbreviations and don't want to affect all three capital letters, you should use more precise rules or ordinary keyword lookups instead. The stronger the fuzzy matching ability of the formula, the more the user needs to clarify his replacement range.
Step 4: Save to the specified location and start processing
click "Next" to enter the save location settings. To avoid overwriting the original document, it is recommended to select a new output directory. Finally, enter the "start processing" step and execute it. After processing, open the output file for spot checks to confirm that the replacement effect is consistent with expectations.
Frequently Asked Questions or Precautions
1. Why are some numbers also replaced? \d is a continuous number, as long as the document appears in the number may be matched. If you only want to replace specific numbers, you need to use more specific rules.
2. Why BOT and ELA can be changed into A? They all conform to the rule of [A-Z]{3}, that is, three consecutive capital letters. Regular expressions look for patterns, not single fixed words.
3. Do I have to back up before batch processing? Backup is strongly recommended. The bulk tool has the advantage of being fast, but it can also quickly affect multiple files if the rules are set incorrectly. Backup reduces risk.
4. How to improve the replacement accuracy? A small number of files can be used to test, check the comparison before and after processing, and then expand to all files; The rules can also be written more specifically to avoid too wide a matching range.
Summary
using formula fuzzy matching to find and replace Word keywords in batch can process the regularized contents in multiple docx and doc files at one time. HeSoft Doc Batch Tool It provides a clear office software operation process, from selecting Word tools, importing files, to setting regular expression rules and outputting results, which are suitable for daily office users. If you often need to modify Word documents in batches, it is recommended to use this process as a standard method, first backup, then test, and finally batch execution.