when there are a large number of keywords with the same rules in multiple Word, docx or doc files that need to be modified, opening documents one by one to find and replace is not only time-consuming, but also easy to miss. This article HeSoft Doc Batch Tool For example, this paper introduces how to use the "find and replace keywords in Word" function to find text by fuzzy formula, that is, similar to the wildcard of regular expression, batch match English capital abbreviations, numbers and other content, and replace them with specified characters at one time, which is suitable for batch revision scenarios such as contracts, course materials, description documents, template files, etc.
In daily office, many Word documents do not only change a fixed word, but replace it in batches according to a certain rule. For example, a batch of docx files contain a large number of English capital abbreviations, such as BOT and ELA, as well as different numbers, such as 60 and 5. If you open Word one by one, search BOT, ELA and 60 respectively, and then replace them manually, it is not only very inefficient, but also easy to miss some positions. What is more troublesome is that there may be dozens or even hundreds of doc and docx documents in real documents. Key words are scattered in titles, text, lists and paragraph descriptions. Manual processing is difficult to ensure consistency.
This article is to solve this kind of problem: using office software" HeSoft Doc Batch Tool "The Word batch search and replace function in" enables the software to automatically identify the content according to the regular expression wildcard rule and batch replace the matching text in multiple Word files with the specified results by "using formula fuzzy search for text. In the example, we will match multiple docx files.[A-Z]{3}Replace the three capital letters of with A, which will conform\dThe number of is replaced by B, thus realizing batch replacement according to rules, instead of mechanical search for keywords one by one.
Application scenario: Which Word batch replacement tasks are suitable for regular expression wildcards
Ordinary Word find replace is suitable for dealing with "fixed text replacement", for example, "Company A" is replaced by "Company B". However, when the content to be found has a common pattern and the actual text is not exactly the same, it is more appropriate to use regular expressions or wildcard formulas. For example, there are different numbers, years, page numbers, course abbreviations, project codes, product models, amount numbers, etc. in the document. They are not exactly the same word, but they can be described by rules.
Combined with the screenshots in this article, such tasks usually include the following:
- Batch replace English capital abbreviations in multiple Word documents, such as BOT, ELA and other three capital letters.
- Batch replaces the digital content in the docx file, such as 60, 5, 2026, 001 and other consecutive numbers.
- Unify desensitization number, student number, phone number, amount or code in multiple Word documents.
- Unified conversion of placeholders, course codes, and item numbers in template documents.
- You need to process multiple rules at the same time, such as the first line of rules to find the capital abbreviation and replace it with A, and the second line of rules to find the number and replace it with B.
HeSoft Doc Batch Tool The positioning is a batch processing software for office documents. Its value does not lie in replacing Word editing itself, but in centralizing repeated, mechanical and error-prone document processing actions to complete at one time. For users who need to batch process Word, docx, and doc file content, using such tools can significantly reduce duplication of effort.
Effect Preview: There are keywords to be replaced in multiple docx files before processing.
Before processing, there are several Word documents in the folder, examples include 1.docx, 2.docx, 3.docx, 4.docx, 5.docx, 6.docx. In other words, this operation is not only processing a single file, but to perform the search and replace rules on a batch of docx documents.
Open one of the Word documents and you can see that there are many contents in the body that conform to the rules. The red arrow in the screenshot points to the BOT in the title and 60 in the body. BOT belongs to three capital letters and can be formulated[A-Z]{3}match; 60 is a continuous number and can be formulated\dMatch. You can also see capital abbreviations such as ELA in the document, which also meet the matching rules for three capital letters.
If you use the manual method, you need to determine which content meets the rules, and then find and replace them one by one, especially when the number of documents increases, the workload will be rapidly enlarged. After using the tool for batch replacement of Word keywords, you can set the "search rules" and "replacement results" once and then hand them over to the software for batch execution.
Effect after treatment: content that is consistent with the formula rules is replaced by batch
After the processing is complete, the contents of the same Word page have changed. The BOT in the original title is replaced with A, and the three capital letters such as ELA in the text are also replaced with A; The original numbers 60, 5 and other consecutive numbers are replaced with B. The yellow mark in the screenshot shows the effect of the replacement. It can be clearly seen that the matching content in different positions has been replaced according to the rules.
This effect shows that this operation does not simply replace only a fixed keyword, but uses formula rules similar to regular expressions for batch matching. For scenarios where a large number of Word documents need to be modified uniformly, this method is more stable than manual search and is more suitable for processing batch docx files.
Operation step 1: Enter the Word tool and select the find and replace function
Open HeSoft Doc Batch Tool In the left function bar, selectWord Tools. A number of function cards related to Word batch processing can be seen in the main interface, such as Word adding watermark, Word converting to PDF, Word converting to Doc, Word converting to Docx, etc. This time, the first function is to be used:Find and replace keywords in Word.
The purpose of selecting this function is to let the software enter the Word content search and replace process. The function description here is "batch search and replace keywords in Word file content", which completely corresponds to the requirements of this article: for multiple Word, docx or doc files, the qualified content is uniformly replaced with new text.
After entering the function, the software will display the task steps in a guided process. According to the step bar in the screenshot, the overall process includes selecting the records to be processed, setting the processing options, setting the save location, and starting the processing. This process is suitable for batch file operations because it reduces the risk of misoperation by allowing the user to confirm the file list, then set replacement rules, and finally perform processing.
Operation step 2: add Word files that need to replace keywords in batches
After entering the "Find and replace keywords in Word" page, the first step is to select the records that need to be processed. The top right of the interface can be seenAdd File,To enter files from a folder,Empty,MoreWait for the button. For a small number of files, you can use "Add Files"; if there are many Word documents in a folder, it is more appropriate to use "Import Files from Folder".
In the screenshot, six docx files have been imported. The file names are 1.docx to 6.docx, and the path is located under D:\test. Information such as the extension, creation time, and modification time are also displayed in the list, making it easy for the user to confirm whether the correct file is selected. The summary area at the bottom shows that the number of records is 6, indicating that this batch replacement will be performed for these 6 Word documents.
The focus of this step is to first confirm the scope of the document. If you only want to process some Word files, you can keep the records that need to be processed. If you import the wrong file, you can use the delete operation on the right side of the list to remove unnecessary items, or use "empty" to import again. For important documents, it is recommended to make a copy of the test folder before performing a batch replacement on the copy.
Operation step 3: select the formula fuzzy search text, fill in the search and replace rules
Click on the bottomNext stepAfter that, go to "Set processing options". In the "Set Keyword Options" area, you can see that the "Find By" includesFind text exactlyandBlur find text with formulas. In this example, you need to use the regular expression wildcard to find according to the rule, so select "Use formula fuzzy to find text".
In the "List of keywords to find" on the left, the example fills in two lines of rules:
- [A-Z]{3}: Matches content consisting of three uppercase English letters, such as BOT and ELA.
- \d: Indicates matching consecutive numbers, such as 60, 5, 2026.
In the list of replaced keywords on the right, two rows of replacement results are filled in:
- Fill in the first lineA, corresponding to[A-Z]{3}The matched content is replaced with A.
- Fill in the second lineB, corresponding\dThe matched digital content is replaced with B.
This step is very critical: the left and right lists correspond to each other by row. That is, the first search rule on the left corresponds to the first replacement result on the right, and the second search rule on the left corresponds to the second replacement result on the right. The setting in the screenshot just means that three uppercase letters are replaced with A and consecutive numbers are replaced with B.
You can also see the option "Ignore case of letters" in the interface. This option is not checked in the screenshot, so the matching rule will be executed more strictly according to the current formula. to[A-Z]{3}For example, it matches a combination of uppercase letters; if there is a combination of lowercase letters in the document, whether it matches depends on the formula and case settings filled in.
Step 4: Continue to set the save location and start processing
After completing the rules, click on the bottom of the interface.Next stepContinue with the follow-up process. According to the step bar at the top of the page, there are "set save location" and "start processing". Although the screenshots do not show the specific details of these two pages, it can be reasonably judged from the process name: before formal replacement, it is necessary to determine where the processed Word file is saved before starting batch processing.
It is recommended that you do not directly overwrite the only original when setting the save location. It is safer to save the processing results to a new output directory, and then check a few docx files after the processing is completed to confirm that the replacement results meet expectations, and then decide whether to use them for formal filing or sending. In this way, even if the rules are written incorrectly, you can return to the original file and readjust it.
After starting processing, the software will batch process multiple Word documents according to the imported file list and the set find and replace rules. For this example, the same set of formula rules will be applied to all six docx files, thus avoiding file-by-file duplication.
Frequently Asked Questions and Precautions
1. Formula rules should be tested on a small number of files first.Regular expression wildcards are very flexible, but may also match more than expected. For example[A-Z]{3}will match any three consecutive uppercase letters, and if there are other three uppercase codes in the document, they will also be replaced. Therefore, it is recommended to test with 1 to 2 copy files first.
2. Find list and replace list must correspond by row.The rule in the left row corresponds to the replacement text in the right row. If the left and right rows or order are set incorrectly, the replacement result may not meet expectations. In the screenshot, line 1 [A-Z]{3} corresponds to A, and line 2 \d corresponds to B. This is the correct correspondence.
3. Note the file range of doc and docx.In this example, the docx file is imported. In actual office, if doc, docx and other formats exist at the same time, confirm whether the files displayed in the software list are all Word documents to be processed this time before importing.
4. When you are not sure of the rules, do not process only the original at once.Batch replacement is highly efficient, but it also means that error rules can quickly affect multiple files. It is recommended to back up the original document first, or save the results to a separate folder.
5. If you only replace fixed words, you can do fuzzy search without using formulas.When you only need to replace one certain word with another word, it is usually more intuitive to find text accurately. When you want to match regular content such as numbers, codes, abbreviations, etc., it is more appropriate to use formulas to find text.
Summary: Reduce Word Duplicate Replacement Work with Batch Processing Tools
As you can see from the example in this article, HeSoft Doc Batch Tool The ability to replace keywords in multiple Word documents into a process to complete the task. Users only need to import docx files, select "use formula fuzzy search text", fill in the search rules similar to regular expressions and corresponding replacement results, and then press the wizard to continue to set the save location and start processing, you can complete batch replacement.
For office users who often deal with contract templates, teaching materials, project documents, system documents and product manuals, this kind of batch search and replacement function can significantly reduce duplication of work. Especially when the keywords are not fixed text, but regular content such as numbers, abbreviations, and numbers, the regular expression wildcard formula can make Word batch replacement more efficient and controllable. It is recommended to prepare test rules for duplicate files before formal processing, and apply them to complete folders in batches after confirming that the results are correct.