This article describes how to use HeSoft Doc Batch Tool , in multiple Word, docx documents through the regular expression wildcard formula batch to find and replace keywords. In the example, multiple three-digit capital English abbreviations are uniformly replaced with A and consecutive numbers are uniformly replaced with B, which is suitable for processing contracts, course materials, reports, template documents and other scenarios that require batch specification of text content, reducing the duplication of opening files one by one to find and replace.
In daily office, many people will encounter similar problems: there are dozens or even hundreds of Word documents in a folder, and each document has keywords, numbers, abbreviations, amounts, years or fixed-format text that need to be replaced. If you open docx files one by one and then use Word's own search and replace function to manually process them, it is not only time-consuming, but also easy to miss changes. Especially when the content to be replaced is not a fixed word, but a kind of text that conforms to the law, such as three capital letters, consecutive numbers, course numbers, contract numbers, etc., ordinary search and replacement is not flexible enough.
This article is to solve this problem: using office software" HeSoft Doc Batch Tool "Find and replace keywords in Word" function, through the regular expression wildcard formula batch search keywords in multiple Word files, and according to the rules of uniform replacement. In the screenshot example, the three uppercase letters in multiple docx files will be replaced with A, and the consecutive numbers will be replaced with B, thus realizing batch, automatic and regular Word content replacement.
Application scenario: Which Word documents are suitable for batch replacement with regular expressions
Regular expression wildcard replacement is suitable for Word documents that deal with "the content is regular, but the specific text is not exactly the same. For example, English abbreviations such as BOT, ELA and BUDS appear in some documents. Although each word is different, it conforms to the rule of three capital letters. In some documents, numbers such as 60, 2 and 5 appear. Although the values are different, they are all continuous numbers. At this point, you can use the formula to match uniformly, instead of writing each word separately into the replacement list.
Common applicable scenarios include:
- Batch replace abbreviations, department codes, and course codes in multiple Word and docx files.
- Batch processing contract, agreement, tender documents in the number, year, amount and other digital content.
- Uniform replacement of placeholders, numbering rules, and fixed-format text in template documents.
- Clean up the Word report exported from the system and standardize keywords in different formats into a unified writing method.
- Replace a class of text in multiple docx files by rules to avoid manual modification on a file-by-file basis.
Compared to Find Replace within a single Word document, HeSoft Doc Batch Tool The advantage of is that it is oriented to batch processing of files: first import multiple Word files, then set up unified search and replace rules, and finally execute them at one time. For users who often deal with a large number of office documents, this type of batch processing can significantly reduce duplication of effort.
Effect Preview: There are keywords to be replaced in multiple docx files before processing.
As can be seen from the file list before processing, there are 6 Word documents from 1.docx to 6.docx in the sample folder. This kind of scenario is very common: users often do not only change one document, but also make content adjustments to multiple materials in a folder at the same time.
After opening one of the Word documents, you can see that there are many regular contents in the text. For example, BOT in the title, ELA in the body, and the number 60. The red arrows in the screenshot mark the typical content to be processed: they are not exactly the same fixed words, but they can all be identified by the rules.
If you only replace BOT, a normal find replacement can be done, but if you want to replace all three capital letters with the same value and all consecutive numbers with another value, you need to use "formula fuzzy find text", that is, to match a class of content through regular expression wildcards.
After processing effect: three capital letters and numbers are replaced in batch
After the processing is completed, open the Word document again, and you can see that the content that originally conforms to the three-digit capital letter rule has been replaced with A, and the consecutive numbers have been replaced with B. For example, BOT in the title is replaced with A, and English abbreviations such as ELA in the text are also replaced according to rules. Digital content is replaced with B. The yellow mark in the screenshot shows the result of the replacement.
The value of this alternative is that users do not need to list all possible keywords one by one, as long as these keywords conform to the same rules, they can be matched in batches through a formula. It is very practical for batch processing of Word content, batch replacement of docx keywords, unified modification of document templates and other tasks.
Operation step 1: Enter the Word tool and select the find and replace function
Open HeSoft Doc Batch Tool After that, select "Word Tools" in the functional category on the left ". In the interface, you can see many functions related to Word file processing, such as adding watermark, modifying page layout, deleting blank space, converting format, etc. This article is going to use the first function: "Find and replace keywords in Word".
The purpose of this function is to find and replace keywords in the contents of Word files in batches. When this entry is selected, the software enters the guided process flow. For users who are not familiar with batch tools, the guided process is clear: first select the file, then set the processing options, then set the save location, and finally start processing.
The purpose of this step is clear: enter the correct Word batch search and replace module to ensure that the rules set subsequently will be applied to the content of the Word document, not the file name, folder name or other types of files.
Operation step 2: add Word files that need batch processing
After entering the "find and replace keywords in Word" function, first go to step 1 "select the records to be processed". At the top right of the interface, you can see buttons such as "Add File", "Import File from Folder", "Empty" and "More. In the example, six docx files have been imported. The list displays information such as serial number, name, path, extension, creation time, and modification time.
If the number of files to be processed is small, you can click "Add Files" to select one by one; if the files are concentrated in the same folder, you can use "Import Files from Folder", which is more suitable for batch import. After importing, check whether the files in the list are correct, such as whether the name contains 1.docx to 6.docx, whether the extension is docx, and whether the path is the target folder.
The expected result of this step is that all Word documents with keywords to be replaced in bulk appear in the list, and the number of summarized records below matches the actual number of files. After confirming that it is correct, click "Next" at the bottom to enter the replacement rule settings.
Operation step 3: Select the formula fuzzy search and fill in the regular expression
Step 2, "Setting Processing Options," is the core of this article. The Find Method in the interface provides two methods: Find Text Accurately and Find Text Fuzzy by Formula. Because this example is matching a type of content, not a fixed word, select Use formula to find text in fuzzy ".
In the "List of keywords to find", the example fills in two rules:
- [A-Z]{3}: Used to match 3 consecutive uppercase English letters, such as BOT, ELA, etc.
- \d: Used to match one or more consecutive numbers, such as 60, 2, 5, etc.
In the "Replaced Keyword List" on the right, fill in the corresponding example:
- A: Corresponding to the first search rule, it means to replace the matching three capital letters with A.
- B: Corresponding to the second search rule, it means to replace the matching consecutive numbers with B.
Special attention should be paid here to the correspondence between the left and right sides. The first row on the left corresponds to the first row on the right, and the second row on the left corresponds to the second row on the right. Therefore, if you want to set multiple sets of batch replacement rules, it is recommended to check line by line to avoid writing the replacement results to the wrong line.
In addition, there is an additional option to "ignore the case of letters" in the interface. This example matches the uppercase letter [A-Z]. If you want to strictly match only uppercase, you do not need to check Ignore Case. If both uppercase and lowercase need to be processed in the business scenario, you can adjust it according to actual needs. Click "Next" when the settings are complete ".
Step 4: Set the save location and start batch processing
After completing the replacement rule setting, the process will go to step 3 "Set the saving location" and then go to step 4 "Start processing". Although the screenshot does not expand the save location page, you can see from the top of the wizard that these two steps are part of the software process. It is recommended to select a new output directory in the save location phase to avoid the processed file directly overwriting the original document. For important contracts, reports, papers, course materials and other documents, it is necessary to retain the original.
After confirming the save location, proceed to the start processing step and execute the task. The software will read the contents of the Word document one by one according to the list of imported files, and replace the keywords in batches according to the set regular expression rules. After the processing is completed, open the file in the output directory to check the effect.
The expected result of this step is that the target content in multiple Word and docx files is replaced uniformly, and users do not need to open the files one by one, nor do they need to repeatedly search and replace in each document.
Frequently Asked Questions and Precautions
1. Why can regular expressions replace different keywords?
Because the regular expression matches the rule, not some fixed text. For example, [A-Z]{3} matches "three consecutive uppercase letters", so BOT, ELA, etc. can be recognized;\d matches "consecutive numbers", so different values can be processed uniformly.
2. Can the replacement list be written on multiple lines?
You can. As you can see from the screenshot, both the left find list and the right replace list support multi-line input. When using, keep the line number corresponding: the number of lines to find the rule corresponds to the number of lines to replace the content.
3. What happens if you don't fill in the replacement content?
"If it is not filled in, delete" is prompted in the interface ". This means that if the replacement keyword is not filled in the right side of a row search rule, the matched content may be deleted. Check carefully before formal processing to avoid deleting important content by mistake.
4. Is it recommended to directly overwrite the original Word file?
Not recommended. Batch processing affects multiple files. Once the rules are set improperly, the modification range may be relatively large. It is safer to output to a new folder and replace the original file after confirming it is correct.
5. can doc and docx handle it?
The screenshot example in this article uses a docx file. For other Word formats, such as doc, it is recommended that the actual import and processing results of the software prevail. If the list can be identified and processed normally, batch replacement is performed.
Summary
Use the regular expression wildcard formula to replace the keywords in Word in batch, which is suitable for dealing with a large number of office documents with similar content structure and clear replacement rules. By HeSoft Doc Batch Tool , users can first import multiple docx files, then select "use formula fuzzy search text", enter [A-Z]{3}, \d and other rules, and set the corresponding replacement content, and finally complete batch processing at one time.
Compared with opening Word files one by one to find and replace manually, this method is more suitable for scenes with large number of files, repeated rules and error-prone manual operations. It is recommended to test the rules with a small number of files before formal processing to confirm that the processing effect is correct, and then perform batch replacement of complete folders.