in the face of multiple copies of Word documents in the keywords, manual one by one to find and replace inefficient and error-prone. This article through HeSoft Doc Batch Tool Demonstrate the keyword batch replacement process of multiple docx files: first select the keyword search and replace function in Word, then import the files, and finally set multiple sets of replacement rules such as Australia to Canada, USA to Japan, etc. to help office workers quickly complete the unified update of document content.
If there is only one Word document in a folder that needs to be modified, it is not complicated to find and replace it after opening it manually. However, in actual office work, we often face a batch of documents: multiple contract templates, multiple product description documents, multiple report attachments, and multiple training courseware supporting materials, all of which contain the same or similar keywords. Once these keywords need to be updated uniformly, opening docx files one by one and then operating will become a time-consuming and error-prone repetitive work.
This article focuses on the need to batch find and replace multiple docx document keywords, demonstrating how to use HeSoft Doc Batch Tool Complete bulk modification of Word file contents. In the example, there are 6 Word documents in the folder. You need to change the Australia in the document content to Canada and USA to Japan. You can understand this case as a country name replacement, or you can compare it to a unified update of office fields such as company name, brand name, project name, number, address, contact person, etc.
Applicable scenarios: multiple copies of Word content need to be updated, especially suitable
the core value of replacing Word document keywords in batches is to reduce the process of repeated opening, repeated searching and repeated saving. It is especially suitable for the following scenarios: first, the update of template documents, such as the change of company name and address in contracts, agreements, quotations and notification letters; Second, the revision of information documents, for example, the old model in the product manual is changed to the new model, and the old terminology in the training materials is changed to the new terminology; The third is the arrangement of project delivery data, such as customer name, region name and project code in multiple reports need to be unified; fourth, historical document maintenance, such as batch replacement of expressions that are no longer used from old versions of data.
In these scenarios, there is often more than one keyword and more than one document. When processing manually, the user needs to repeatedly find the first word, replace the first word, and then find the second word and replace the second word in each Word. If there are dozens of documents and more than a dozen groups of keywords, the workload will increase exponentially. Using the batch processing function of office software, you can import all files into the same task, configure all keyword correspondence at one time, and then let the software execute automatically.
Pre-processing effects: multiple Word files and pending replacement content
as can be seen from the screenshot of the file before processing, there are 6 Word documents in the current folder, and the file names are 1.docx to 6.docx in turn. They all belong to the docx format, which is a common Word document format. For this kind of batch data stored by number, it is difficult to ensure that each document is processed in place if it is checked and modified one by one.
looking at the contents of the document before processing, the page is a Word document with tables and pictures. In the apple variety information on the left, the Country of origin is followed by Australia, and the corresponding field on the right is followed by USA. The red arrows in the screenshot mark the two keyword positions that need to be replaced. Since there are typesetting elements such as pictures, table borders, bold text, paragraph wrapping, etc. in the document, users usually want to change only the text without damaging the original document structure.
After processing effect: the specified keywords are replaced, and the document typesetting remains normal
after batch search and replacement are completed, the processed Word document can be opened to see that the original location marked as Australia has become Canada and the original location marked as USA has become Japan. Other contents still maintain the original structure, for example, the picture is still in the original position, the table column still exists, and the field title Country of origin is still displayed in bold.
this result is critical for office scenarios. What users need is not to regenerate a brand-new blank document, but to accurately modify the specified text on the basis of the original Word data. Through the batch replacement function, multiple docx files can be updated according to the same set of keyword rules without manual editing one by one.
Operation steps: from function selection to keyword rule setting
,step 1: find keyword replacement function
in Word toolstart HeSoft Doc Batch Tool After that, the left menu contains home page, task flow, all tools, file name, folder name, file sorting, Word tool, Excel tool, PowerPoint tool, PDF tool, etc. Because this task is dealing with the contents of Word documents, it is necessary to enter the Word tool classification.
In the Word Tools list, select Find and replace keywords in Word. In the screenshot, this function is located in item 1, and the function description is to find and replace keywords in Word file content in batch. After selecting this item, you can enter the process dedicated to bulk modification of Word text content.
the expected result of this step is to enter a step-by-step processing page instead of staying in the tool overview interface. For users who use it for the first time, it is very important to confirm the function name first, because the same software may also have functions such as modifying font paragraph format, deleting pictures, replacing pictures, converting Word format, etc., and they solve different problems.
Step 2: Import the docx file
that needs batch processing.After entering the find and replace keyword function in Word, the page will first enter and select the records to be processed. The top provides two main entries for adding files and importing files from folders. Adding files is suitable for selecting a small number of specified documents. Importing files from folders is suitable for importing multiple Word materials in a directory at one time. In the screenshot, six docx files have been successfully imported. The list shows the file name, path, extension, creation time, and modification time.
do not rush to the next step after importing. It is recommended to check three points first: first, whether the number of records is consistent with the expectation, and the number of records displayed at the bottom of the screenshot is 6; Second, whether the file path is correct to avoid processing the wrong folder; Third, whether the extension meets the requirements of this task, the example is docx. After confirming that it is correct, click Next at the bottom to enter the processing option settings.
If you find that a file should not participate in the processing, you can delete the corresponding record in the operation column on the right side of the list. If the imported file is not overall, you can also use empty and reselect. This pre-import check can reduce subsequent rework, especially when bulk modification of official documents is necessary.
Step 3: Set exact find text and replace keyword list
on the Set Processing Options page, you first need to select a search method. In the screenshot, the exact search text is checked, and the use formula fuzzy search text option is next to it. For replacement tasks with known keywords, such as explicitly replacing Australia with Canada and USA with Japan, it is easier to understand and more suitable for ordinary office users to use accurate text search.
there are two key input areas at the bottom of the page: the list of keywords to be searched on the left and the list of keywords to be replaced on the right. They correspond in line numbers. The settings in the screenshot are: Australia in the first row on the left and Canada in the first row on the right; USA in the second row on the left and Japan in the second row on the right. After this configuration, the software will find the left keywords in turn when processing each Word document and replace them with new keywords in the same line on the right.
If you want to process more keywords, you can continue to add by line. For example, fill in the old company name in line 3, fill in the new company name in line 3 on the right, fill in the old product model in line 4, and fill in the new product model in line 4 on the right. When filling in, the number of lines on the left and right sides should be consistent to avoid missing, misplacing or replacing a keyword with wrong content. For the replacement table with more content, it is recommended to organize the corresponding relationship in the table before copying it to the software for configuration.
Step 4: Adjust additional options
as neededunder Find by, the interface provides additional options, including ignoring the case of letters and matching complete words instead of parts of words. These options affect the keyword match range. For example, when keywords may appear in different cases in a document, you can consider ignoring the case. If the keywords are short and may be only part of other words, matching complete words can reduce the risk of missubstitution.
The screenshot example mainly demonstrates precise text replacement and does not show the results of additional check. Therefore, in actual use, it is recommended to choose carefully according to the content of the document. For official documents, it is safer to test with one or two copies to confirm that the replacement range meets expectations before processing all documents in bulk.
Step 5: Set the save location and start processing
as you can see from the process at the top of the page, the function is divided into four stages: selecting the records to be processed, setting the processing options, setting the saving location, and starting the processing. After completing the keyword settings, click Next to enter the save location settings. The save location is used to store the processed Word file. In order to facilitate the comparison of the effects before and after processing, it is recommended to select a new output folder.
Finally, the software will process Word documents one by one according to the list of imported files and perform batch search and replacement according to the keyword list. After the processing, open the result document in the output folder and focus on checking several types of content: whether the replaced keywords are correct, whether the unspecified content remains unchanged, and whether the layout of tables and pictures is normal. The effect of the processing in the screenshot has been shown, and Australia and USA have been replaced with new country names.
Frequently Asked Questions and Precautions
DoesKeyword Replacement Affect Pictures and Tables
from the example effect, the picture and table structure in the document still exist after processing, and the replacement mainly occurs on the text keywords. For Word documents with complex typesetting, it is still recommended to open several result documents for checking after processing, especially pages containing tables, pictures and special formats.
Why check the import list
firstbatch processing is very efficient, but it also means that once the wrong file is selected, the error will be quickly amplified. Check the file name, path, extension and number of records after import to find problems in advance. The list in the screenshot clearly shows the 6 records and the path of each file, which is an important basis for confirming the scope before processing.
What happens if thesubstitution word is empty
if the prompt on the right side of the setting area is not filled in, it means deletion, indicating that if the replaced keyword is left blank, it may be used to delete the corresponding search word. If your goal is to replace rather than delete, make sure that the corresponding line on the right has been filled in with new content. Before starting a batch task, check whether there are any blank lines deleted by mistake in the list on the right.
How to Reduce Misreplacement Risk
missubstitutions usually come from keywords that are too short, contexts that are not unique, or line numbers that correspond to errors. Ways to reduce risk include: using more complete keywords; choosing to match complete words if necessary; backing up the original file before processing; testing with a small number of documents; and sampling key files after processing. These steps should not be omitted for important documents such as contracts, tenders, financial information, etc.
Summary: Give multiple copies of Word repeated changes to batch processing tools
multiple docx document keywords batch search and replacement, is a typical high repetition, low creative office tasks. Manual copy-by-copy modification not only takes up time, but is also easy to miss and make mistakes. By HeSoft Doc Batch Tool , users can choose to find and replace keywords in Word in Word tools, import multiple Word files, set multiple groups of find words and replace words, and then uniformly output the processing results.
For users who need to modify the contents of Word files in batches, it is recommended to sort out the replacement list before following the steps in this article. Whether it is the country name, company name, product model, or other fixed fields in the docx file, as long as the replacement relationship is clear, the efficiency can be improved through batch processing, so that the document update work is more stable and controllable.