, when there are the same fields, country names, product names or template texts in multiple Word documents that need to be modified in a unified way, it is very time-consuming to open docx files one by one and then find and replace them, and it is easy to miss changes. This article HeSoft Doc Batch Tool For example, it demonstrates how to import multiple Word files at one time, set multiple sets of search words and replacement words, replace Australia with Canada and USA with Japan, and help users quickly complete the work of replacing Word document keywords in batches.
In daily office, many people will encounter such a situation: there are dozens or even hundreds of Word documents in a project folder, which are scattered with the same batch of keywords that need to be modified. For example, company name change, country name adjustment, product model update, contract template field replacement, and terminology unification in training materials. If you open Word files one by one and use the find and replace function for processing, not only will there be many repeated operations, but it is also easy to miss a docx document or a keyword.
The problem to be solved in this article is clear: how to batch replace multiple keywords in many Word files. The following will combine screenshots HeSoft Doc Batch Tool This office software, for example, demonstrates from the selection of functions, import Word files, set multiple sets of keywords, to the completion of the replacement of the effect of inspection. There are six docx files in the screenshot. You need to replace Australia in the files with Canada and USA with Japan. Through batch processing, can significantly reduce the duplication of labor, especially suitable for processing a large number of Word, docx, doc document content unified modification tasks.
Applicable scenarios: When do you need to batch replace Word files in multiple keywords
find and replace Word keywords in batches, suitable for all office scenarios that require uniform modification of fixed text in multiple documents. Common situations include: changes in basic information such as company name, department name, contact person, address, telephone number, etc.; unified update of fields in template documents such as contracts, quotations, manuals, and bidding documents; standardization of terms in training materials, product manuals, and knowledge base documents; batch adjustment of regions, countries, and project names involved in multiple reports; unified replacement of multiple duplicate words when migrating data from the old version to the new version.
If you only replace a word in a Word document, Word's own find and replace can already be completed. However, when the number of files increases and there is more than one keyword, the cost of manual processing will rise rapidly. For example, for the 6 docx documents in the screenshot, if each file needs to be opened, Australia found, replaced Canada, then USA found, replaced Japan, the operation needs to be repeated at least a dozen times. The more files, the more prone to problems such as missing replacements, replacing wrong files, and saving wrong versions. The value of using office software for batch processing lies in the centralized configuration of repeated actions once and allowing the software to execute in batches.
Effect Preview: Multiple docx files need to be modified
before processing.Before processing, there are multiple Word documents in the folder, and the example file names are 1.docx, 2.docx, 3.docx, 4.docx, 5.docx, 6.docx. Such documents may often be from the same set of templates or may be multiple sources under the same project. Regardless of whether the contents of each file are exactly the same, as long as they all contain keywords that need to be replaced, they can be processed in the same batch of tasks.
open one of the Word documents and you can see that the text contains the introduction information of apple varieties, and Australia and USA appear in the Country of origin field. The red arrows in the screenshot mark the two positions that need to be replaced. They are located in the table content, surrounded by pictures, bold field names, paragraph text, etc. For this typesetting more Word documents, manual one by one to find although feasible, but multiple files together to modify the low efficiency.
Effect Preview: After processing, multiple keywords have been replaced by rules
.After batch processing is completed, open the Word document and check it. You can see that the original Australia has become Canada and the original USA has become Japan. Pictures, table structures, field styles, and other text in the document remain in the original typesetting state, and the replacement action takes effect only for the set keyword text.
this effect shows that batch replacement does not simply copy the overlay file, but performs directional text replacement in Word content according to the search and replacement words set by the user. For tasks that need to replace multiple groups of keywords at the same time, just fill in the corresponding lines in the setting interface, and one task can complete multiple content modifications.
operation steps: use HeSoft Doc Batch Tool Replace Word keywords
in batchesStep 1: Enter the Word tool and select to find and replace Word keywords
open HeSoft Doc Batch Tool select Word Tools in the left navigation bar. In the main interface, you can see many batch functions related to Word, such as adding watermark, deleting blank space, exporting pictures, Word conversion, etc. Here you need to select item 1 to find and replace keywords in Word. The description of this function is to find and replace keywords in the content of Word files in batches, which fully corresponds to the requirements of this article.
the purpose of this step is to enter the correct batch task entry. Many office software functions are more, if the wrong function is selected, such as only entering the format modification or picture replacement function, the text keyword replacement cannot be completed. Therefore, before you start, you should confirm that the page title and function name are keywords in Word.
Step 2: Add Word files that need to be processed or import from folders
after entering the function page, the interface enters the first step to select the record to be processed. At the top, you'll see buttons for Add File, Import File from Folder, Empty, More, and more. In the screenshot, six docx files have been imported. The list displays the serial number, name, path, extension, creation time, modification time, and operation columns. With this information, you can confirm which Word files are included in this batch task.
if the number of files is small, you can click to add files to manually select the Word document to be processed; if there are a large number of docx files in a folder, you can use to import files from the folder to reduce the time of selection one by one. After the import is complete, it is recommended to check the file names and paths in the list to make sure that there are no omissions and no documents that do not need to be processed are added to the task. If you find an import error, you can remove a single file by using the Delete button in the Actions column, or use Empty to re-import.
In the screenshot example, all six files are located in the test directory on disk D with the extension docx. This type of batch processing is particularly suitable for files that are concentrated in the same directory, such as project materials, template documents, and course materials. After confirming that the file list is correct, click Next at the bottom of the page to enter the keyword setting link.
Step 3: Select the search method and fill in multiple sets of search words and replacement words
after entering Step 2 to set processing options, you need to configure keyword replacement rules. In the screenshot, the search method is to find text accurately, and there is also the option of using formula to find text in fuzzy. For the task of this example, which clearly knows the original keywords, it is more intuitive to choose to find the text accurately, and it is easier to control the replacement results.
in the keyword list to be found, enter the original keyword to be replaced by line; in the replaced keyword list, enter the new content after replacement in the same order. The setting relationship in the screenshot is very clear: line 1 Australia corresponds to Canada, and line 2 USA corresponds to Japan. In other words, the software will replace the matching Australia in the Word document with Canada and USA with Japan.
Special attention needs to be paid to the line number correspondence here. The search word in the left row corresponds to the replacement word in the right row. If Australia is written on the left and Canada is written on the same line on the right, the replacement result Australia become Canada. If the number of rows is misplaced, for example, the first row on the left is Australia, but the first row on the right is written as Japan, an incorrect result will be obtained. Therefore, when replacing multiple keywords in batches, it is recommended to organize the replacement list first and then paste it into the software line by line.
Additional options are also displayed in the interface, such as ignoring the case of letters and matching complete words instead of parts of words. Whether to check these options depends on the actual text. If the case of keywords may be inconsistent, ignoring the case can reduce missing matches. If you are worried that a short word will be included in other words, you should use the full word matching option with caution. These options are not additionally checked in the screenshot example, so the replacement is mainly based on the exact text.
Step 4: Set Save Location and Start Batch Processing
as can be seen from the process bar, the software also has step 3 to set the save location and step 4 to start processing. After completing the keyword rule setting, click Next to enter the save location setting. The role of the save location is to determine where the processed Word document is saved. In order to facilitate the verification of the results, it is recommended to save the output file to a separate directory to avoid mixing with the original file. In this way, even if you need to look back at the original document, you will not increase the risk of overwriting or confusion.
After setting the save location, enter the start processing step. At this time, the software will search and replace the text content in each docx file in batch according to the list of imported Word files and the set keyword correspondence. After the processing is completed, open the Word document in the output directory for spot checks to confirm whether the key keywords have been replaced as expected.
Frequently Asked Questions and Precautions
1. Multiple sets of keywords must be one-to-one correspondence
when replacing multiple keywords in batches, the most important thing is to keep the line numbers of the find list and the replace list consistent. 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. It is recommended to test a small number of files before formal processing to confirm that the replacement logic is correct, and then process all files.
2. First backup the original Word file more secure
although batch processing can greatly improve efficiency, it is still recommended to back up the original docx or doc file first when multiple file content modifications are involved. Especially for important documents such as contracts, reports, and official materials, keeping the original version can facilitate subsequent comparison and rollback.
3. Pay attention to whether the keyword itself will appear in the wrong place
for example, the USA may appear in a body description, a table field, a picture description, or other context. If you only want to replace the content in a specific field, you need to confirm whether the keyword is unique before processing. For short words that are easy to be replaced by mistake, the search conditions should be set carefully and the key documents should be checked after processing.
4. docx and doc files should be processed before confirming format compatibility
in the screenshot example, the docx file is imported. The actual office may also encounter the doc format of the old version of the Word document. It is recommended to check the extension in the list after importing the file to confirm that the software has correctly identified the file that needs to be processed. If different formats are mixed together, the results should be checked separately after the processing is completed.
Summary: Use batch processing to reduce repeated open Word time
batch replacement of multiple keywords in many Word files is essentially to convert repeated manual search and replacement actions into one rule configuration and one batch execution. By HeSoft Doc Batch Tool , you can import multiple Word documents first, then set multiple sets of search words and replacement words, and finally output the processed files in a unified way. In the screenshot example, the Australia and USA in the six docx files are replaced by Canada and Japan respectively, proving that this method is suitable for the unified modification task of multiple files and multiple keywords.
If you are dealing with a large number of Word, docx and doc documents and need to replace the company name, region name, product name or template fields, it is recommended not to open the files one by one and modify them manually. First organize the keyword correspondence table, and then use the batch processing tool to complete the replacement, which can save time and reduce the probability of missing and wrong correction.