When the content to be replaced in multiple Word documents is not fixed words, but the same type of text, you can use regular expression wildcards to perform batch processing. This article takes HeSoft Doc Batch Tool as an example to explain how to import multiple docx files, select formulas for fuzzy text search, and use rules like [A-Z]{3} and \d+ to batch replace English abbreviations and numeric content, helping users efficiently complete document standardization processing.
Many office document modification tasks are not complicated, but they are highly repetitive. For example, a project folder contains multiple Word documents, each including English abbreviations, serial numbers, page numbers, course codes, statistics, and other content. The real trouble is that these are not identical keywords but rather "similarly formatted" text. Relying solely on manual find and replace requires constantly trying different keywords, which is inefficient and prone to omissions.
This article introduces a method better suited for batch office scenarios: using HeSoft Doc Batch Tool to batch find and replace similar text across multiple Word and docx files using regular expression wildcard formulas. In the example, we uniformly replace all sequences of 3 consecutive uppercase letters with A, and all consecutive digits with B, demonstrating how to use a set of rules to process multiple locations across multiple Word documents.
Applicable Scenario: Replacing a type of text, not a single word
In Word document processing, "keyword replacement" generally falls into two categories. The first is exact replacement, such as replacing "Party A" with "Client" or "2025" with "2026". The second is pattern-based replacement, such as replacing all three-letter uppercase abbreviations, all consecutive numbers, or numbers matching a specific format. This article focuses on the second category.
Regular expression wildcards are suitable for the following office scenarios:
- Different English abbreviations exist across multiple docx files and need to be uniformly replaced with specified markers.
- Documents contain large amounts of numerical data that need to be uniformly redacted or replaced with placeholders.
- Course materials, policy documents, and manuals contain similar codes that need batch standardization.
- New Word files generated from old templates need unified cleanup of numbers, abbreviations, or special text.
- The need to batch replace Word content without opening each document and repeating the operation manually.
The positioning of HeSoft Doc Batch Tool is as a batch processing tool within office software, with its core value in helping users reduce repetitive labor. It does not process single files but focuses on improving processing efficiency across multiple documents, multiple tasks, and unified rules.
Effect Preview: File and content status before processing
Before processing, the sample folder contains 6 Word documents, named 1.docx, 2.docx, 3.docx, 4.docx, 5.docx, and 6.docx. This indicates that the task is not about modifying a single Word file, but applying the same set of replacement rules to multiple documents.
Opening one of the documents reveals multiple English abbreviations and numerical values in the body text. For example, BOT in the title, ELA in the body, and the number 60. They are distributed within titles, paragraphs, and list text. Finding them manually one by one is not only slow but requires constant verification.
From the screenshot, it is clear that the document content involves not just one simple replacement, but multiple locations and multiple types of text that need processing. For such situations, using "Fuzzy Find Text with Formulas" is more efficient than standard exact find.
Post-processing Effect: Content matching rules has been uniformly replaced
After completing the batch replacement, reviewing the document reveals the original three-letter uppercase abbreviations have been replaced by A, and consecutive digits replaced by B. Yellow highlighting shows the replaced positions, confirming changes occurred in matching content within the title, paragraphs, and lists.
This effect demonstrates that the software does not only replace a specific fixed word but matches similar content based on regular expression rules. For users needing to batch clean, redact, or standardize Word documents, this method is more flexible than entering keywords one by one.
Step 1: Find the batch find and replace entry in the Word Tools
Open HeSoft Doc Batch Tool and select "Word Tools" from the left navigation bar. The main interface displays multiple Word file batch processing functions, including Find and Replace, paragraph processing, watermark, page layout, image processing, format conversion, and more. This article uses "Find and Replace Keywords in Word".
The purpose of selecting this function is to enter the Word content replacement workflow. Note that this handles keywords within the content of Word files, not file name changes or folder name processing. Therefore, if your goal is to modify text in docx body, titles, or paragraphs, you should select this function.
After entering the function, the software guides the user through the process step-by-step, suitable for office users unfamiliar with complex batch scripting.
Step 2: Import the Word or docx files to be processed
After entering the function page, the first step is "Select records to process". The top-right corner of the interface features "Add File" and "Import Files from Folder" buttons. The former is suitable for a few files, the latter for situations with multiple Word documents in one folder. In the example, 6 docx files have been imported, with the file name, path, and extension visible in the list.
After importing files, three checks are recommended: first, verify the record count is correct, the example summary shows 6 records; second, check if the paths point to the target folder; third, confirm the extensions match the Word formats to be processed. The screenshot shows all extensions are docx, indicating newer Word documents were imported.
If file import errors are found, unwanted records can be deleted from the operations column, or use "Clear" to re-select. After confirming the file list is correct, click "Next" at the bottom to proceed to keyword rule settings.
Step 3: Set rules using Fuzzy Find Text with Formulas
In the second step, "Set processing options", the most critical part is selecting the correct find method. The interface shows two options: "Exact Text Find" and "Fuzzy Find Text using Formula". If replacing fixed text, use exact find; if replacing a type of text following patterns, choose "Fuzzy Find Text using Formula".
In this example, the keyword list to find contains two lines:
- [A-Z]{3}: Indicates matching three consecutive uppercase English letters.
- \d+: Indicates matching one or more consecutive digits.
The replacement keyword list also contains two lines:
- A: Corresponds to the replacement for the content matched by the first rule.
- B: Corresponds to the replacement for the content matched by the second rule.
This means the software will first find all text matching [A-Z]{3} in the Word documents and replace it with A; then find all text matching \d+ and replace it with B. Since multiple files were imported, this set of rules will be batch-applied to the Word documents in the list.
An important detail here: the lists on the left and right correspond by row. The 1st row find rule corresponds to the 1st row replacement result, and the 2nd row find rule corresponds to the 2nd row replacement result. In practice, if setting more rules, ensure the number of rows and order remain consistent.
Step 4: Select the output location and execute processing
After setting the rules, click "Next". The top of the workflow shows the subsequent steps include "Set save location" and "Start processing". In the save location step, it is recommended to save the processed documents to a new directory for easy comparison with the original Word files. If rules are misconfigured, you can always return to the original files to reprocess.
Entering the "Start processing" step, the software will perform find and replace on files in the imported list sequentially. For multiple docx files, users do not need to manually open each document or repeatedly execute find and replace commands within Word. After completion, simply open the output files to check if key content meets expectations.
This batch processing method is particularly suitable for administrative, HR, educational affairs, legal, project management, and similar roles, as these positions frequently encounter large volumes of similarly formatted Word files with slightly varying content.
Common Questions and Notes
1. What content will [A-Z]{3} match?
It will match three consecutive uppercase English letters. For example, content like BOT and ELA fits this rule. Other three-letter uppercase abbreviations in the document may also be matched. Therefore, testing with a small number of files before formal processing is recommended.
2. Will \d+ replace all numbers?
It matches consecutive digits. This means consecutive numbers in body text, numbering, or page number style text might be replaced. Whether this rule is suitable depends on your document content.
3. Is it possible to replace only English abbreviations, but not numbers?
Yes. Leave only [A-Z]{3} in the left column and fill in the corresponding replacement text on the right. Multiple rule rows do not all have to be used; set them according to actual needs.
4. Does a blank replacement result mean deletion?
According to the interface prompt, "Leaving blank indicates deletion". If a row on the right is empty, it may delete the matched content. Always check the replacement list for omissions before batch processing.
5. Why recommend keeping the original files?
Regular expression matching ranges are often broad. If rules are not written precisely enough, unexpected text might be affected. Keeping the original Word files allows for quick recovery if issues are found.
Summary
When "similar text" rather than a single fixed word needs to be replaced across multiple Word documents, regular expression wildcard formulas are a highly efficient tool. Using HeSoft Doc Batch Tool , users can import multiple docx files, select "Fuzzy Find Text using Formula", fill in the find rules and replacement results, and then complete batch replacements in one step.
If you are processing large volumes of Word reports, contracts, course materials, or template files, it is recommended to first clarify the text pattern to match, test the rules with a small number of sample documents. After confirming correct results, then execute batch processing for the entire folder. This improves efficiency while reducing the risk of erroneous modifications.