this article focuses on the batch replacement requirements for keywords in multiple docx files, explaining how HeSoft Doc Batch Tool Select the Word tool, import the file, enable the formula to blur the text, and match the uppercase abbreviations and numeric content with wildcard rules. Through one-time setting and multi-file execution, it can replace the inefficient operation of repeatedly opening Word documents and replacing them one by one.
Word documents in many offices have a common feature: the number of files is large, the content structure is similar, but the text that needs to be modified is scattered in the title, body, number, and description paragraphs. For example, in a batch of course descriptions, training materials, and project documents, English abbreviations, numbers, numbers, etc. appear at the same time. If you open 1.docx, 2.docx, 3.docx one by one and then manually replace it, you can barely process 6 files, and processing dozens of files will be very inefficient.
This article demonstrates a more suitable practice for bulk office: using HeSoft Doc Batch Tool , Enable "Find Text with Formula Blur" in multiple Word documents, batch replace keywords by regular expressions or wildcard rules. This can handle both fixed keywords and text that "conforms to a certain rule", such as three consecutive capital letters, consecutive numbers, etc.
The focus of this article is not to talk about complex regular syntax, but to explain in combination with actual screenshots: which function the user should click on, how to import the docx file, where to fill in the search formula, and what is the result after replacement.
Applicable scenarios: batch replace regular text in Word, docx, and doc
When the content to be replaced in the Word file has obvious rules, the wildcard formula will be more convenient than ordinary keyword replacement. The following situations are particularly suitable for using this method:
- Multiple docx files contain different English abbreviations and need to be replaced with new tags.
- There are different numbers in Word text, such as hours, page number, number and batch number, which need to be handled uniformly.
- There are multiple old fields in the document template that need to be replaced simultaneously in a batch of files.
- Contracts, reports, courseware, instructions, system documents and other documents are large in quantity and are not suitable for manual modification one by one.
- You need to apply multiple find and replace rules to multiple Word files at once.
HeSoft Doc Batch Tool It is a document batch processing tool in office software, and its core value lies in centralizing repeated document processing actions into a process. For users, the most direct benefit is to open less files, click less repeatedly, and check less manually.
Preview before processing: multiple docx files waiting for uniform replacement
In the example, there are 6 Word documents in the folder with file names from 1.docx to 6.docx. They are the processing objects of this batch replacement task.
When you open one of the documents, you can see that there are many replaceable contents on the page. In the screenshot, the "BOT" in the title and the "60" in the text are marked with red arrows. In addition, the text also appeared in the "ELA" and other English abbreviations.
What these contents have in common is that they are not necessarily identical, but they can be described by rules. For example, BOT and ELA are all three capital letters. 60 is a number, and numbers with different digits may also appear in other files. Because of this, finding with wildcard formulas is more flexible than entering keywords one by one.
Preview after processing: The matching abbreviations and numbers have been replaced in bulk
After the processing is completed, open the Word document again to see that the content that meets the rules has been replaced. In the example, the three capital letters are replaced with "A" and the numbers are replaced with "B".
From the processing results, it can be seen intuitively that the original abbreviation in the title has become A, several abbreviations in the text have also become A, and the number position has become B. For the same batch of docx files, as long as the rules are set correctly, the software will execute them in batches according to the same logic, without manually searching for files one by one.
Operation Step 1: Find and Replace Entry in Word Tool
Start HeSoft Doc Batch Tool Then, select Word Tools in the left navigation bar ". Under this category, batch operations related to Word documents are concentrated, such as modifying page layout, deleting blank space, replacing pictures, converting Word to PDF, converting Word to Doc or Docx, etc.
The entry to be used this time is Find and replace keywords in Word ". In the main interface, it is located in item 1 of the Word tool list, and the description text is to find and replace keywords in the contents of Word files in batches.
The purpose of selecting this function is to enter a wizard page dedicated to Word content search and replacement. Different from the operation of a single file in Word software, multiple files can be added here first, and then the replacement rules can be set uniformly.
Operation step 2: add files or import docx documents from folders
After entering the function page, the first step is "select the record to be processed". At the top of the interface, there are two main entries: "Add File" and "Import File from Folder. If the files are scattered, you can add them one by one; if the files are already in the same directory, it is more suitable to import from a folder.
Six records named 1.docx, 2.docx, 3.docx, 4.docx, 5.docx, and 6.docx have been imported in the screenshot. The list also displays the file path, extension, creation time, modification time, and other information to facilitate confirmation of the file range before processing.
Two points need to be paid attention to here: first, confirm that the target Word file is imported, and do not add irrelevant documents to the task; Second, check whether the extension meets expectations. The extension in the example is docx, indicating that the object of this processing is the new version of the Word document format.
After confirming that the list is correct, click "Next" at the bottom to enter the keyword processing options.
Step 3: Enable Formula Fuzzy Search and Fill in Replacement Rules
When you enter the Set Processing Options page, you can see the Find By area. There are two options: "Find text exactly" and "Find text with formula blur. Because this article matches content by rules, you should select Use formula to find text in a fuzzy way ".
Then, enter the rule to match in the "List of keywords to find" on the left. Two lines are entered in the screenshot:
- [A-Z]{3}: Used to match three consecutive uppercase English letters, such as BOT, ELA and other abbreviations.
- \d: Used to match consecutive numbers, such as 60 or other numbers.
Enter the replacement content in the Substituted Keyword List on the right. There are also two lines in the screenshot:
- 1st actA, corresponding to the first row on the left [A-Z]{3}.
- Act 2B, corresponding to line 2 \d on the left.
Therefore, the software will replace the matching three capital letters with A and the matching number with B. In this way, multiple types of text can be replaced in batches at the same time in one task.
Operation step four: continue to the next step, set the save location and execute
After completing the rules, click "Next" at the bottom of the page ". As you can see from the top of the wizard, the entire process includes "Select records to process", "Set processing options", "Set save location", "Start processing". Therefore, it is necessary to set the output position before the formal processing.
It is recommended to save the processed Word file to a new directory, especially when using regular expressions for batch replacement for the first time. Because the matching range of wildcard rules may be wider than expected, if the original file is directly overwritten, it is not convenient to recover once the rules are written incorrectly.
After setting the save location, enter the "start processing" phase, and the software will automatically process multiple docx files according to the file list and replacement rules. After completion, the user can open the output file and check the replacement result against the screenshot before processing.
Why wildcard formulas are suitable for batch processing of Word keywords
In traditional Word find replace, the user usually needs to enter an explicit search content. For example, find BOT and replace it with A, find ELA and replace it with A, and find 60 and replace it with B. If the number of documents and keywords are many, repeated operations will increase rapidly.
The advantage of a wildcard formula is that it can express a class of text rather than a single text. For example, [A-Z]{3} does not care whether it is BOT or ELA, as long as it is three consecutive uppercase letters, it can match. \d also doesn't care what the number is, as long as it is a continuous number, it can be matched.
For batch processing of docx and doc files, this method can combine many scattered operations into a rule task. The user only needs to set the rule once in the tool, and the software can perform the same search and replace action on multiple files.
Frequently Asked Questions and Precautions
1. Does [A-Z]{3} replace all three uppercase abbreviations?
Yes, as long as the text conforms to the rule of consecutive three capital letters, it may be matched. Therefore, if there are three capital words in the document that you do not want to replace, you need to use this rule with caution or use a test file to verify the effect first.
2. What does \d match?
\d usually represents one or more consecutive digits. Therefore, consecutive numbers such as 1, 60, and 2026 may be matched. If you only want to work with a specific number of digits, you need to use more precise formula rules.
3. How do replacement rules and replacement results correspond?
From the layout of the interface, the left search list corresponds to the right replacement list by row. That is, the first rule on the left uses the first result on the right, and the second rule on the left uses the second result on the right. Keep the order accurate when filling in.
4. Is it okay not to fill in the replacement content on the right?
The interface prompts "If it is not filled in, it means deletion". If a line on the right is empty, the text matched by the corresponding rule on the left may be deleted. Unless your purpose is to delete, it is not recommended to leave it blank.
5. Do I need a backup before batch replacement?
Backup is recommended. In particular, when you use a formula to find text in a fuzzy manner, the rule may match more content. Saving the output file to a new folder and keeping the original Word document is a safer office habit.
Summary: Complete multi-file Word batch replacement with one-time rule setting
This article uses six docx file examples to illustrate how to use HeSoft Doc Batch Tool Batch replace keywords in Word. The whole process can be summarized as follows: enter the Word tool, select "find and replace keywords in Word", import multiple Word files, enable "use formula fuzzy find text", fill in the find rules and replace content, then set the save location and start processing.
For batch document modification in daily office, this method is more efficient than opening Word files one by one. Especially when the content to be replaced is not a fixed word, but regular text such as abbreviations, numbers, numbers, etc., regular expressions and wildcard formulas can significantly reduce duplication of work.
If you often need to work with a large number of Word, docx, or doc files, it is recommended to start with simple rules, such as [A-Z]{3} and \d in this article. After confirming that the results meet expectations, apply the same rules to more files to achieve stable and efficient batch replacement.