This article is aimed at office users who need to modify docx content in batches, explaining how to pass HeSoft Doc Batch Tool Use the formula fuzzy find text function to replace the English abbreviations, continuous numbers and other regularized content in Word documents in batches. Combined with the effect before and after processing and the screenshot of software operation, this paper explains the file import, rule setting, saving and processing flow, and reminds users to pay attention to the matching range of regular expression and backup the original file.
Batch modification of docx file content is a high-frequency requirement in many office scenarios. For example, a batch of course descriptions, project materials, contract templates or system documents all contain the same type of English abbreviations and numbers. Users want to replace these contents with new marks. If Word documents are opened one by one and modified manually, it is not only a waste of time, but also easy to miss the contents hidden in paragraphs or lists.
This article will combine actual screenshots to demonstrate how to use HeSoft Doc Batch Tool Complete batch find and replace of docx files. The example uses the "Formula Fuzzy Find Text" function to match three uppercase abbreviations through the regular expression rule [A-Z]{3}, and consecutive numbers through \d, replaced with A and B respectively. After reading this article, you can master a set of reusable Word batch replacement keyword method.
Application scenario: batch processing of docx content instead of opening Word one by one
when the number of files is small, using Find Replace after opening Word can solve the problem. But when the number of files increases, or when there are more replacement rules, the manual process becomes inefficient. There are 6 docx files in the screenshot example, which may be dozens or even hundreds in actual work. The value of batch processing tools is obvious at this point.
Suitable scenarios for using this method include:
- batch replace course codes, department codes, and English abbreviations in multiple docx files.
- Batch replace the digital content in Word documents with uniform placeholders for desensitization or presentation.
- Clean up the content of a batch of template files and replace the old content that conforms to the rules with the new content.
- Unified processing of Word reports exported from the system to reduce manual check by copy.
- Regular expressions, wildcards, and formula rules are required to match non-fixed keywords.
HeSoft Doc Batch Tool It is a batch processing software for office documents, and its function focuses on the process of repeated, mechanical and error-prone document operation. For Word, Excel, PDF and other file processing scenarios, batch thinking can usually save a lot of time.
Effect Preview: Multiple Word files to be processed before processing
the screenshot of the file before processing shows that there are 6 Word documents in the current folder: 1.docx, 2.docx, 3.docx, 4.docx, 5.docx, and 6.docx. They may all contain keywords that need to be replaced. If you use manual methods, you must open, find, replace, and save one by one.
Looking at the screenshot of Word content before processing, there are many English abbreviations and numbers in the document. For example, the BOT at the title position, the ELA in the body text, and 60 for the number of hours. These contents are distributed in different paragraphs, and it is easy to miss them when checking manually.
The goal of this example is not to replace only BOT or only 60, but to replace all content that meets specific rules. So you need to use formula rules instead of ordinary word lookup.
Effect after processing: keywords are replaced with specified contents according to rules
in the processed screenshot, the content that originally met the three-digit capital letter rule has become A, and the original digital content has become B. The yellow highlight shows the result of the replacement. For example, the BOT in the title is replaced with A, and the abbreviations and numbers in the body change accordingly.
It can be seen from the results that batch replacement not only works on one piece of text, but can cover multiple matches in the Word document. This method is more efficient for batch modification of docx files, unified replacement of keywords, and cleaning up regular text in documents.
Operation Step 1: Open the software and enter Word to find and replace the function
open first. HeSoft Doc Batch Tool . Select "Word Tools" on the left side of the main interface, and then find "Find and replace keywords in Word" in the function card ". In the screenshot, this function is located in item 1 of the Word tool list, indicating that it is a special entrance for Word content replacement.
The purpose of this step is to ensure that the subsequent operations are carried out around the contents of the Word file. There are other Word tools in the software interface, such as adding watermark, deleting pictures, converting PDF, converting Docx, etc., but this article is dealing with keyword replacement, so "Find and replace keywords in Word" should be selected ".
After entering this function, the interface will display a step-by-step process: select the record to be processed, set the processing option, set the save location, and start processing. By following this flow, the probability of missing steps can be reduced.
operation step two: add files or import docx from the folder
in step 1, "Select records to be processed", you can select single or multiple documents by "Add Files", or import Word files in the folder in batches by "Import Files from Folder. In the screenshot example, six docx files already appear in the processing list.
The list contains fields such as name, path, extension, creation time, and modification time. With this information, you can confirm that the file was imported correctly. In the example, the path is located at D:\test and the extension is docx, indicating that the current task will process 6 Word documents imported under the directory.
If you only want to process some of the files, you can check the list after importing and delete unnecessary records. If the import is wrong, you can also use "empty" and import again. After confirming that it is correct, click "Next".
Operation step three: select the formula fuzzy search text
after entering Step 2 "Setting Processing Options", you need to determine the search method first. The interface provides Find Text Exact and Find Text Using Formula Blur ". Exact lookup is suitable for replacing completely fixed words; formula fuzzy lookup is suitable for replacing a class of text that conforms to the rules. For this example, select Find Text Using Formula Blur ".
In the List of keywords to find, enter:
- [A-Z]{3}
- \d
in the Substituted Keyword List, enter:
- A
- B
this represents two sets of substitution relationships: the first replaces three consecutive capital letters with A; the second replaces consecutive numbers with B. Because the software supports list input, users can set multiple sets of search and replace rules at one time to reduce repeated configuration.
If your actual needs are different, you can replace them with your own rules. For example, if you process only numbers, you keep only the line \d; if you process only uppercase abbreviations, you keep only the line [A-Z]{3}. The key is to have the find rule and replace content correspond by line.
Step 4: Confirm the additional options and go to the next step
below the rule settings area, you can see the Ignore case of letters option. This option affects the letter matching range. This example uses [A-Z]{3} to match capital letters, so if you only want to deal with capital English abbreviations, don't expand the matching range. For scenarios that need to match the case at the same time, you can choose according to actual needs.
When the settings are complete, click "Next" at the bottom of the page ". Next, you will go to "Set Save Location". When batch processing multiple Word documents, it is recommended to output to a new folder instead of directly overwriting the original file. In this way, it is convenient to compare the effects before and after processing, and it is also possible to avoid irreversible modification caused by incorrect rule setting.
Finally, enter the "start processing" step to perform batch replacement. The software will search and replace multiple docx files in batches according to the list of imported files and the rules that have been set.
Frequently Asked Questions and Precautions
1. Why do you need to back up files before processing?
The regular expression matches the text according to the rules, and if the rules are wide, it may replace something you didn't expect. Backing up the original Word file or exporting to a new directory can reduce the risk of batch errors.
2. [A-Z]{3} Match only the BOT in the screenshot?
It's not. It matches all 3 consecutive uppercase letters. BOT, ELA, etc. in the screenshot may be matched. If there are other three uppercase abbreviations in the document, they are also processed.
3. Is \d suitable for all digital replacement scenarios?
\d matches consecutive numbers. It is suitable for scenarios where numbers need to be replaced uniformly, but if you only want to replace numbers of a certain type or location, you need to design more precise rules.
4. Must the replacement keyword list be filled in?
If you want to replace with the specified content, you need to fill in. The interface prompts "If you do not fill in, it means delete". Therefore, if the right side of a line is empty, the matched text may be deleted. Check carefully before handling.
5. How to accept the results after batch replacement?
It is recommended to open several output files first, focusing on the location of possible keywords such as title, body, list, header and footer. After confirming that the results are in line with expectations, the output file is used for formal work.
Summary
for keyword replacement tasks in multiple docx files, if the content is regular, using a regular expression wildcard formula is more efficient than entering keywords one by one. HeSoft Doc Batch Tool A batch search and replace process for Word files is provided. Users only need to import files, select formula fuzzy search text, fill in the search and replace list, then set the save location and start processing.
This example shows the basic idea of batch processing Word content by replacing English abbreviations and numbers with [A-Z]{3} and \d, respectively. In actual use, it is recommended to test the rules with a small number of files first, confirm the processing effect, and then apply them to complete folders in batches, so as to improve office efficiency while ensuring accuracy.