facing the numbers, English abbreviations, numbers or codes in many Word documents, it is necessary to repeatedly search for replacements. Use HeSoft Doc Batch Tool In the docx file. This article is a combination of pre-and post-processing effects and operating interfaces to explain how to enter documents, select formulas to search for text, set up search and replacement lists, and replace them.
Many office workers will encounter similar needs: a folder has a batch of Word documents, which contain a large number of similar format but different content of the text, such as English course abbreviations, project codes, document numbers, page numbers, amount numbers, etc. They are not exactly the same keywords and cannot be solved by one ordinary search and replacement. If docx or doc files are opened one by one and modified manually, a lot of time will be wasted and it is difficult to ensure that all files are replaced completely.
This article introduces a more suitable processing method for batch office: using" HeSoft Doc Batch Tool "Find and replace keywords in Word" function, enable "use formula fuzzy find text", use rules similar to regular expression wildcards to batch match content, and then uniformly replace with the specified results. In the example, we match three uppercase letters in multiple Word files as one category, match numbers as another category, and replace them with A and B respectively. This allows users not to list the specific text of BOT, ELA, 60, 5, etc. one by one, but to complete the replacement according to the rules.
Applicable scenario: Why do multiple Word files need to be replaced in batches according to rules
When there is little content to be replaced, find the replacement directly in Word. However, in batch document processing, the real time-consuming actions are often not single replacement, but repeated actions such as opening files, confirming locations, entering keywords, and saving and closing. Especially when the number of files reaches dozens, manual operation is not only slow, but also prone to problems such as missing corrections, correcting errors, and version confusion.
Batch replace Word content according to rules, suitable for the following office scenarios:
- Multiple docx documents contain different numbers and need to be replaced or desensitized.
- There are a large number of capital abbreviations in English materials, which need to be handled according to the uniform rules.
- The project code, course number, and form number in the template file have a fixed format and need to be modified in batches.
- Multiple sets of search and replace rules need to be set at the same time, instead of repeating one by one.
- Hope to reduce the number of open Word files, the repetitive document processing to the office software to complete.
HeSoft Doc Batch Tool Is a document-oriented batch processing of office software. As you can see from the screenshot, it not only provides Word to find and replace, but also includes tools such as Word to add watermark, remove blank, convert to PDF, convert to Doc, convert to Docx, etc. This article focuses on the Word keyword batch replacement function, focusing on how to use formula rules to improve processing efficiency.
Effect Preview: File and Word Content Before Processing
First look at the status of the file before processing. There are six Word documents in the example folder. The file names are 1.docx, 2.docx, 3.docx, 4.docx, 5.docx, and 6.docx. This shows that the goal of this task is not to modify a single Word, but to implement the same replacement rules for a group of docx files.
Look at the contents of one of the Word documents. BOT appears in the title of the page, and ELA, 60 and other texts appear in the body. The position marked by the red arrow is the typical content to be processed this time: BOT and ELA belong to three capital English letters, and 60 belongs to numbers. They can be obtained by the formula[A-Z]{3}and\dto match.
If you don't use formula rules, you need to find BOT, ELA and various numbers as keywords respectively. There may be more of the same kind in the actual document, and manual enumeration will become more and more complex. The advantage of using regular expression wildcard formulas is to abstract "concrete text" into "matching rules" so that the software can automatically identify eligible content.
After processing effect: three capital letters and numbers are replaced respectively
After the processing is completed, yellow marks can be seen in multiple locations in the screenshot. The original three capital letters such as BOT and ELA are replaced with A, and the original numbers such as 60 and 5 are replaced with B. The matching content in the title, body paragraph, and list description is modified according to the same rule.
This result reflects two key points of batch replacement: first, the software can find the content inside the Word document, not just modify the file name; Second, the search criteria can be formula rules, not limited to fixed keywords. Therefore, this method is more efficient when users need to standardize, desensitize or replace templates for a large number of doc and docx files.
Operation Step 1: Find and Replace Function in Word Tool
Open HeSoft Doc Batch Tool , in the left navigation, selectWord Tools. A number of Word-related batch functions will be displayed in the interface, of which the first function card isFind and replace keywords in Word, the description text is "Batch find and replace keywords in the content of Word files".
The purpose of this step is to enter a functional module dedicated to finding and replacing Word content. At the top of the screenshot, you can also see the search tutorial entry and multiple tool cards, but this task only needs to select "find and replace keywords in Word". After entering, the software will guide the user through the file selection, processing option settings, save location settings and start processing.
For new users, it is recommended to clarify the replacement target first: which files to process, what rules to match, and what content to replace. After entering the settings page, you can fill in the find list and replace list faster.
Step 2: Add Word and docx Files to Parallel Processing List
After entering the function page, the first step is to select the records that need to be processed. The top right of the interface provides aAdd FileandTo enter files from a folder. If the files are scattered in different locations, you can use Add files; if all Word documents are placed in the same folder, it is more convenient to use Import from folder.
Six records have been successfully entered in the intercept, named 1.docx to 6.docx, and the paths are all under D:\test. The list also shows the extension named docx and the creation time and modification time. After introduction, it is important to check three items: the correct number of files, whether the file path is correct, and whether the extension name is consistent with the expectation. The bottom shows that the record number is 6, indicating that the subsequent rules will be applied to these 6 Word files.
If a file import error is found, you can use the delete operation on the right side of each line to remove the corresponding record. If you need to reselect, you can also use the empty button on the interface. It is very important to check the list before batch processing, because once processing starts, the software will perform the replacement uniformly according to the list scope.
Operation step 3: Enable formula fuzzy to find text
After confirming that the file list is correct, click on the bottomNext step, go to the second step "Set the processing option". In the "Set key words option", first select a lookup method. and. Because of this choice.Blur find text with formulas.
Find Text Exact is better for finding the exact same word, such as replacing a fixed name with another fixed name. And "use formula fuzzy find text" is suitable for finding regular but not identical content. For example, BOT and ELA are different texts, but both conform to the rule of three capital English letters; 60 and 5 are different numbers, but both conform to the rule of consecutive numbers.
Operation step four: set the need to find the keyword list
In the list of keywords to be found on the left, fill in the content to be matched according to one rule per line. In the example, two lines are filled in:
- [A-Z]{3}Matches three capital letters.
- \dMatches one or more consecutive numbers.
These two rules can cover the typical content of the red arrow label in the screenshot. For example, BOT and ELA will be matched by the first rule, and 60 and 5 will be matched by the second rule. For actual office files, you can adjust the formula to match specific prefix numbers, fixed-length codes, or other regular text based on your document content, for example.
It should be noted that the wider the rule, the larger the matching range. For example[A-Z]{3}will match all three uppercase letters, not just BOT or ELA. Therefore, before formally processing a large number of documents, it is best to use test documents to confirm that the rules will not hurt other content.
Operation Step 5: Set the replaced keyword list
In the "Key word list after replacement" on the right side, fill in the replacement result corresponding to each lookup rule. Fill in the same two lines in the example:
- 1st actA, corresponding to the first line on the left[A-Z]{3}.
- Act 2B, corresponding to the second line on the left\d.
The line number correspondence here is very important. According to the order of the left and right lists, the software will replace the content matched in the first row on the left with the content matched in the first row on the right, and replace the content matched in the second row on the left with the content matched in the second row on the right. The result in the screenshot is based on this setting: the capital abbreviation is replaced with A, and the number is replaced with B.
If the replacement content of a row is empty, you can see the description "If it is not filled in, delete" in the UI prompt. Therefore, when using, make sure that the list on the right is complete to avoid accidental deletion of some matching content. For scenarios where you need to delete a certain type of text, an empty replacement may be useful; however, if the goal is to replace the specified content, you must fill in the corresponding result.
Operation step six: continue to the next step, set the save location and execute
After the rules are set, click at the bottomNext step. As you can see from the top step bar, the next steps include "Set Save Location" and "Start Processing". When replacing Word content in batches, the save location setting is related to whether the original file is retained. Therefore, it is recommended to select a new output location to save the processing results.
Since the screenshot does not show the specific button details of the save location page and the start processing page, the option names that do not exist in the screenshot are not expanded here. In actual operation, you only need to follow the wizard to continue to complete the save location setting, and start processing after confirming that the file list and replacement rules are correct. After processing, open the output Word file to check the effect and confirm whether the three uppercase letters and numbers have been replaced as expected.
Frequently Asked Questions and Precautions
1. Will the regular formula replace too much content?It's possible. The formula rule itself determines the matching range, and the wider the range, the more content is replaced. For example, [A-Z]{3} may match as long as it encounters three consecutive uppercase letters. It is therefore recommended to start the test with a copy of the file.
2. can doc and docx be handled in the same way?The file extension in this screenshot is docx. In actual use, you can confirm the file range according to the extension displayed in the software import list. If you are working with both doc and docx, you should first check that the files were imported correctly.
3. What if the number of rows in the left and right lists is inconsistent?You should try to keep a one-to-one correspondence between the search rules and the replacement results. If there are two rules on the left, the two replacements should be filled in the same order on the right. Otherwise, it is easy to cause the replacement result to be inconsistent with the expectation.
4. Do you need to check the case of letters?This option is not checked in the screenshot. Whether it is checked or not depends on your matching target. If you only want to deal with uppercase abbreviations, you can keep strict rules; if you want to match both uppercase and lowercase, you need to combine the actual formula with this option carefully.
5. Why is backup recommended before batch processing?The advantage of batch processing is that it affects multiple files at once, but this also means that incorrect settings affect multiple files at the same time. Backing up the original file or exporting to a new folder can leave room for subsequent proofreading and rollback.
Summary: Hand over duplicate Word search and replacement to batch processing software
Through the above process, you can see the use HeSoft Doc Batch Tool Batch replacement of Word keywords is not complicated: first enter "find and replace keywords in Word" in the Word tool, then import multiple docx files, select "use formula to fuzzy find text", fill in the search rules and replacement results respectively, and finally continue to set the saving location and start processing.
Formula fuzzy lookup is more suitable for dealing with regular text, such as numbers, codes, abbreviations, and numbers, than opening Word files one by one to find and replace manually. For users who often need to organize a large number of office documents, this method can significantly reduce duplication of effort and improve the consistency of file processing. It is recommended that you use a small number of duplicate files to verify the rules to confirm that the results are as expected after processing, and then apply them to the complete Word folder.