in the face of multiple docx files in the need to replace different text at the same time, manually open each Word document will take up a lot of time. This article explains how to use a country name substitution case. HeSoft Doc Batch Tool The "Find and Replace Keywords in Word" function of the, batch import multiple Word files, set accurate search text, and fill in multiple sets of replacement relationships by line, and finally realize the unified update of multiple document contents.
Many office documents do not exist alone, but are used together as a whole set of documents. For example, a set of product introduction materials, multiple customer versions of contracts, training documents distributed to different departments, and instructions split by chapter. When the same batch of words in these Word documents need to be modified, the most troublesome place is not the replacement itself, but the large number of documents, the large number of keywords and the tedious inspection process.
This article takes docx documents as an example to explain how to replace multiple keywords in multiple Word documents at once. In the example, the original document contains the names "Australia" and "USA", which need to be replaced with "Canada" and "Japan" respectively ". By HeSoft Doc Batch Tool , these replacement rules can be set in a centralized way, and then a batch of Word files can be uniformly executed to avoid opening documents one by one and finding replacements one by one.
Applicable Scenarios
batch search and replace Word content, suitable for all office scenes that need to update document text uniformly. For example, after the enterprise changes its name, it needs to replace the old company name in all Word templates with the new name. Before filing the project data, the project number, customer name and date description need to be modified uniformly. The personnel department needs to adjust the department name in the system document in batches. Market personnel need to replace the old specifications and version numbers in the product manual with new contents.
If there is only one replacement content, manual operation is barely feasible. However, when multiple groups of keywords need to be replaced, the risk of manual processing increases significantly. For example, the Australia was replaced first, but the USA was forgotten. One document has been processed and another document has been missed. Not saved after replacement; Or keywords appear in different locations in multiple files, which is very expensive to check. Using specialized office batch processing software, these repetitive actions can be turned into configurable, batch-executable processes.
Effect Preview: From Multiple Original Word Files to Unity Replace Results
in this example, there are six Word documents in the pending folder, and the file names are 1.docx to 6.docx. This type of naming is common in test data, batch templates, and chapter files. In actual use, the user can put the docx or related Word files that need to be processed into a folder and then import the software.
open one of the documents before processing, and you can see that the contents are placed in a table, including Apple pictures and text descriptions. In the "Country of origin" entry, the country of origin of the apple on the left is Australia, and the country of origin of the apple on the right is USA. The screenshot shows the two locations that need to be replaced with red arrows.
after batch processing is completed, open the processed Word file to view. The original Australia has become Canada and the original USA has become Japan. Other fields such as Size, Colour, Taste, Good for, Availability, etc. remain intact, and the picture and page layout are not destroyed.
this effect shows that this operation is not simply to change one file, but to apply the same set of replacement rules to multiple Word files. For people who often maintain complete sets of documents, this approach can significantly reduce duplication of effort.
Operation step one: in the software to find the Word keyword replacement entrance
start HeSoft Doc Batch Tool After that, you can see different types of tools on the left, including Word tools, Excel tools, PowerPoint tools, PDF tools, etc. Since the object of this processing is a Word document, you need to enter the "Word tool".
in the list of Word tools, select Find and replace keywords in Word ". As can be seen from the interface description, this function is used to find and replace keywords in the content of Word files in batches. The focus here is on "bulk" and "keywords": it is not only suitable for processing one word in a single document, but also for processing multiple groups of words in multiple files.
After selecting the correct entry, the software enters a step-by-step wizard. This process is more friendly to office users, because it breaks down complex tasks into selecting files, setting options, setting saving locations, and starting processing stages, which users only need to complete in sequence.
Operation step two: import need batch processing of Word documents
after entering the function page, first come to "select the record to be processed". At the top of the interface, two common entries are "Add Files" and "Import Files from Folders. If you only want to process a few specified documents, you can use "Add Files"; if you want to process multiple Word documents in the entire folder, it is more appropriate to click "Import files from folder".
six records have been imported in the screenshot. The file names are 1.docx, 2.docx, 3.docx, 4.docx, 5.docx, and 6.docx. The list also displays the file path, extension, creation time, and modification time, making it easy for users to confirm whether the imported file is correct. The number of records displayed at the bottom of the interface is 6, indicating that the current task will perform subsequent processing on these 6 Word files.
After importing, it is recommended to do three checks first: first, confirm whether the number of files is the same as expected; Second, confirm whether the extension is in Word format to be processed, such as docx; Third, confirm whether the path comes from the correct folder. If you accidentally import irrelevant files, you can remove them by deleting them from the list, or click "Empty" and import them again.
Operation step 3: Select precise search and fill in the replacement relationship
after clicking "Next", go to "Set Processing Options". Here you need to select the search method first. In the screenshot, "Find text exactly" is selected, which means that the software will accurately match the text entered by the user. For fixed text such as country name, company name, product model, number, precise search is usually clearer.
the two lists at the bottom of the page are critical. The "keyword list to find" on the left is used to enter the content to be replaced in the original document; the "keyword list after replacement" on the right is used to enter the new content after replacement. The contents on both sides correspond to rows: 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.
In the example, Australia is filled in the first line on the left and Canada is filled in the first line on the right, which means that all matched Australia are replaced with Canada. USA is filled in the second line on the left and Japan is filled in the second line on the right, which means that USA is replaced with Japan. This completes the setting of the two groups of keywords. If there are more words to be replaced in actual work, you can continue to add them by line, as long as you keep the left and right correspondence.
The interface also shows additional options, including "Ignore the case of letters" and "Match complete words instead of parts of words". If the document is not uniform in case, you can consider case options as needed; if keywords may be embedded in other words, use full word matching with caution to avoid false or missing substitutions.
Operation step four: set the output position and perform batch processing
when you have finished setting your keywords, click Next at the bottom of the page ". As you can see from the process bar, the next step is to "set save location", followed by "start processing". It is recommended that you select a new output directory, such as the "After Processing" folder, when setting the save location. The advantage of this is that the original Word file will not be confused, and it is also convenient for comparison and inspection after processing.
After entering the start processing stage, the software will batch process multiple Word files according to the list of imported files and the set replacement rules. Users do not need to open 1.docx, 2.docx, 3.docx and other files one by one, nor do they need to repeatedly execute the find and replace command in Word. After processing is complete, open the document in the output folder and check whether the key location has been updated.
Before formally processing a large amount of data, it is recommended to test with one or two sample documents. After confirming that the Australia is indeed replaced by Canada and USA is indeed replaced by Japan, and other contents are not affected, the complete folder is processed. This allows for both efficiency and accuracy.
Frequently Asked Questions or Precautions
1. Is the order of multiple groups of keywords important?. The left and right lists correspond to rows. The old words in the left row are replaced with the new words in the same row on the right. Therefore, pay special attention to the line number when filling in, and do not write the positions of Canada and Japan backwards.
2. Can replace Chinese content? This example uses English country names to demonstrate, but the functional logic is to find and replace text keywords in Word. In actual office, it can also be used for Chinese text such as company name, department name, project name, clause text, etc., subject to software identification and processing results.
3. Why do you need to spot check? The efficiency of batch processing is very high, but once the rules are written wrong, errors will appear in batches. Therefore, it is recommended to check at least a few documents after processing, especially those containing tables, pictures, headers and footers, or complex typesetting.
4. Is it recommended to directly overwrite the original document?. A safer way is to export to a new folder and keep the original file as a backup. In this way, if the replacement rule is found to be inappropriate, it can be reset and processed again.
5. File list shows the time information is useful? The creation time and modification time can help to confirm whether the file is the target version, especially in the same directory there are multiple similar files, can reduce the probability of wrong file.
Summary
the key to finding and replacing different characters in a batch of docx files is to centrally manage the file selection and replacement rules. HeSoft Doc Batch Tool Through the "Find and Replace Keywords in Word" function, users can import multiple Word documents at a time and set up multiple sets of old words and new words on the same page. In the example, the replacement results of Australia to Canada and USA to Japan show that this function is suitable for processing multi-file and multi-keyword office tasks.
If you are maintaining a large number of Word templates, instructions, or project documents, you can first organize the pending folders, then follow the steps in this article to import files, fill in the replacement list, set the save location, and start processing. Compared with opening documents one by one and modifying them manually, this method is more efficient and easier to ensure the consistency of batch documents.