When there are a large number of similar keywords in multiple docx or doc documents, it is very inefficient to open Word one by one for manual replacement. This article HeSoft Doc Batch Tool For example, demonstrate how to use "find and replace keywords in Word" in Word tools, fill in regular expression wildcards through the formula fuzzy find text function, replace three capital letters with a, and replace consecutive numbers with B. The article details the applicable scenarios, effects before and after processing, operation steps and precautions, and is suitable for users who need to sort out documents in batches, desensitization materials and unify template content.
In enterprise administration, educational administration, project data collation, contract template maintenance and other work, there are often cases where a batch of Word documents need to be unified to change their contents. For example, multiple docx documents have English abbreviations, course codes, numbers, page references, class hour numbers, or other keywords. When processing manually, you need to open the first file, find and replace it, save and close it. Then open the second file and repeat the same action. The more documents there are, the more obvious the duplication of labor, and it is easy to miss replacement or missave due to fatigue.
If the contents to be replaced are exactly the same, the ordinary batch replacement tool can already solve some of the problems. However, in reality, it is more common to find "similar but not exactly the same" content. For example, BOT, ELA and ABC are all three capital letters, and 60, 3 and 5 are all numbers. At this point, you need to use regular expressions or wildcard formulas to allow the software to find according to the rules. This article will combine screenshots to explain how to use HeSoft Doc Batch Tool This office software replaces multiple Word files with batch keywords to help users quickly standardize the content of docx documents.
Applicable scenario: need to batch modify regular text in multiple Word files
The method introduced in this paper is not only for a certain word, but for a kind of text that conforms to the law. For example, the document in the screenshot contains three capital English abbreviations such as BOT and ELA, as well as numbers such as 60, 3 and 5. We want to replace all three capital abbreviations with A and all consecutive numbers with B. Such a requirement is very suitable for using "formula fuzzy find text".
The following scenarios can refer to this operation idea:
- Batch replace code in Word:Such as department code, course number, project code, product abbreviation, etc.
- Batch replace numbers in docx:Such as work, page number, serial number, statistical value, number field, etc.
- Batch Desensitization Word Document:Replace initials, numbers, and digital fragments with uniform characters to facilitate data archiving or outgoing.
- Batch maintenance template documents:Replace old placeholders, old field rules in multiple templates with new placeholders.
- batch processing of english information:Find and replace English abbreviations that conform to the rules in papers, course materials and documentation.
Compared with Word's own single file search and replacement, the value of batch processing tools lies in "file-level batch". It can not only replace one piece of content, but also apply the same set of rules to multiple docx files, which is suitable for office workers who frequently process files.
Effect Preview: From Multiple Pending Files to Uniform Replace Results
Before processing: Multiple Word documents in folder
The screenshot before processing shows that there are 6 Word files in the folder: 1.docx, 2.docx, 3.docx, 4.docx, 5.docx, and 6.docx. Although there are only 6 documents here, in actual office, similar tasks may involve dozens of meeting minutes, hundreds of student materials, batch contract attachments or a large number of project specifications.
After opening one of the Word documents, you can see that there are many text that need to be replaced in the content. BOT appears in the title, ELA appears in the text, and 60 hours appears in the paragraph. The red arrows mark some typical positions, indicating that the content to be replaced is distributed in different paragraphs and different format areas.
In this case, if you manually replace keywords one by one, at least you need to deal with multiple abbreviations and multiple numbers. Even more troubling, abbreviations and numbers may not be exactly the same in different documents. Regular expression wildcards can abstract "concrete words" into "matching rules", thus reducing the workload of entering multiple keywords.
After processing: the content matched by the formula is uniformly replaced
In the processed screenshot, the original three capital abbreviations have been changed to A and the consecutive numbers have been changed to B. For example, BOT is replaced with A,ELA is replaced with A, and 60 is replaced with B. Other locations in the document that match the rules are also synchronized.
This means that bulk replacement can be applied not only to headings, but also to text positions such as body paragraphs and list items. For Word documents that require uniform content rules, this approach can significantly reduce manual search time.
Operation steps: according to the wizard to complete the Word wildcard batch replacement
Step 1: Find the bulk find replace function in Word tool
Start HeSoft Doc Batch Tool After that, on the left is the tool category navigation. In the screenshot, you can see that "Word Tool" has been selected, and a number of Word batch processing capabilities are displayed on the right. This choice is the first function:Find and replace keywords in Word.
The purpose of this feature is clear: bulk search and replace keywords in the content of Word files. Since this article is dealing with text content in multiple docx files, not file names, images, watermarks, or page layouts, it is appropriate to choose this feature. After entering, the software uses a step-by-step process, the user only needs to add files in order, set rules, set the save location and start processing.
Step 2: Import the docx files that need to be replaced in batches
After entering "Find and replace keywords in Word", first come to "Select records to be processed". The top right of the page provides two common entries, "Add Files" and "Import Files from Folders. In the screenshot, 1.docx to 6.docx have been added to the list, the path is D:\test\, and the extension is docx.
If the files are scattered in different locations, you can use Add Files to select them in batches. If the files are concentrated in one folder, it is more convenient to use "Import files from folder. After importing, it is recommended to focus on three items: first, whether the number of files is correct; Second, whether the file path is the target directory; Third, whether the extension meets the scope of this processing. The number of records displayed at the bottom of the screenshot is 6, indicating that the current task will process 6 records.
After confirming that the file list is correct, click "Next" at the bottom of the page ". The purpose of this step is not to replace immediately, but to determine the object to be processed first to avoid subsequent application of the rule to the wrong file.
Step 3: Set the search method to "use formula fuzzy to find text"
After entering Step 2 "Set Processing Options", you can see "Find Method". Here are Find Text Exact and Find Text Fuzzy with Formula ". If the content you want to replace is a fixed word, such as replacing "old company name" with "new company name", you can use exact lookup. However, this example matches multiple different abbreviations and numbers, so you should chooseBlur find text with formulas.
In the "keyword list to find" on the left, two formulas are filled in the screenshot:
- [A-Z]{3}: means to match three consecutive uppercase English letters.
- \d: Indicates that one or more consecutive numbers are matched.
In the "Keyword list after replacement" on the right, fill in two replacement contents:
- A: Replaces the content matched by the first formula on the left.
- BUsed to replace what the second formula on the left matches.
This step is crucial. The software will find the Word content according to the rules on each line on the left and replace it with the text on the same line on the right. That is,[A-Z]{3} corresponds to A,\d corresponds to B. Do not mix formulas and results in the same column when filling in, and do not misplace the number of rows on the left and right sides.
Step 4: Check Case and Replace Range
As you can see in the screenshot, the "Ignore case of letters" option is not checked. For formulas like [A-Z]{3}, this means dealing primarily with uppercase letters. If a lowercase abbreviation exists in the document, the current rule does not necessarily match. The advantage of this setting is that it is more accurate and can avoid misprocessing lowercase fragments in ordinary English words.
Before formal batch processing, it is recommended to make it clear whether you want to replace all numbers and all three capital abbreviations. For example, \d will match consecutive numbers, and may be replaced if there is a date, page number, or version number in the document. The goal of the screenshot example is to replace consecutive numbers with B, so it makes sense to use this rule. If your actual needs are finer, you need to adjust the formula.
Step 5: Set the save location and execute the start processing
After completing the rule setup, continue to click Next ". The top of the wizard displays "Set Save Location" and "Start Processing" followed ". It is recommended to save the output file to a new directory, such as a separate "after replacement" folder. In this way, the original docx file can be preserved, and the differences before and after processing can be easily compared.
When you enter Start Processing, the software performs the replacement task one by one, according to the files in the list. After the processing is completed, open the Word document in the output directory and check whether the title, body, list and other positions have been replaced according to the rules. If the results are as expected, apply the method to more documents.
Why using wildcard formulas is more efficient than manual substitution
There are three main problems with manual replacement. First, there is more repetition. Each Word file is opened, found, replaced, and saved. Second, keyword maintenance is complex. If there are many abbreviations or numbers, you need to enter them separately. Third, it is easy to change. The longer the document, the more files, the higher the probability of omission.
The wildcard formula solves the "rule matching" problem. Taking [A-Z]{3} as an example, it doesn't care whether it is BOT or ELA, as long as it matches the rule of three capital letters. Taking \d as an example, it doesn't care whether it is 60 or 5, as long as it is a continuous number, it can be recognized. Combined with batch processing software, the same set of rules can be applied to multiple docx files at once.
This is also the core value of office software in batch processing files: a large number of repetitive, mechanical, error-prone operations, into a rule configuration and automatic execution. For people who often deal with Word documents, this method can significantly improve efficiency.
Frequently Asked Questions and Precautions
1. Will wrong formula writing affect all files?
If you perform processing directly on multiple files, the error formula may indeed affect all output files. Therefore, it is recommended to test with 1 to 2 sample documents first to confirm that the replacement results are correct, and then process all documents in batch. It is also recommended to keep the original file or export to a new directory.
2. Will [A-Z]{3} match something you don't want to replace?
It might. It matches any three consecutive uppercase letters. If there are other three uppercase codes in the document, they are also replaced. Therefore, confirm the document rules before use. If you want to replace only a specific range of abbreviations, you need to use a more precise formula.
3. Does \d replace all numbers?
It will match consecutive numbers, so the number fragments in the document, page number, number, date may be recognized. The number in the screenshot example is replaced by B, which is in line with the demonstration goal, but should be used with caution in actual work.
4. What happens if the replaced content is empty?
As can be seen from the interface text, the right area prompts "If it is not filled in, it means delete". This means that if a row in the replaced keyword list is left blank, the matching content may be deleted. You can use this logic when you need to delete keywords. Be sure to fill in the replacement content when you don't want to delete.
5. Can I set multiple rules at the same time?
You can. From the screenshot, the left and right lists support multi-line input. In this example, two rules are set at the same time: replace the capital abbreviation with A, and replace the number with B. In actual use, you can also set more rules, but you should pay attention to the accuracy of each line.
Summary: Use the batch replacement process to complete the regularization of docx documents.
This article demonstrates how to use HeSoft Doc Batch Tool to perform regular expression wildcard replacement on multiple Word documents. The whole process can be summarized as follows: enter the Word tool and select "find and replace keywords in Word"; Import docx files that need to be processed; Select "Use Formula Fuzzy to Find Text"; Fill in the search formula and replace the results; Set the save location; Start processing and check the results.
For users who need to modify Word keywords in batches, replace docx content in batches, desensitize numbers in batches, or unify document templates, this method is more efficient and stable than manual modification on a file-by-file basis. It is recommended to prepare a backup before formally processing a large number of files and verify the formula with a sample file. After confirming that it is correct, it can be executed in batches, and the tedious Word replacement work can be handed over to the office software for automatic completion.