you need to update multiple keywords in multiple Word documents at the same time, you can use batch processing tools to complete unified replacement. This article revolves around HeSoft Doc Batch Tool The Word keyword search and replacement function of shows the pre-processing file, document content and post-processing results, and explains in detail how to select functions, import multiple docx files, set up accurate search text, fill in the corresponding list of old words and new words, and matters needing attention when processing.
In document maintenance, content updates are often not changed one place at a time. For example, if the old country name, old customer name, old brand name or old project number appears in a set of Word materials at the same time, it will take a lot of time if each file is opened for inspection and then replaced item by item. What is more troublesome is that multiple keywords are scattered in different locations, some in the table, some in the text, and some files appear multiple times, which is easy to miss by manual operation.
This guide will demonstrate a more appropriate practice for office scenarios: using HeSoft Doc Batch Tool , replace multiple keywords in multiple Word files at once. There are 6 docx files in the example. You need to change the Australia in the document to Canada and USA to Japan. Through batch processing, the original repeated Word search and replacement actions can be completed centrally, improving processing efficiency and reducing the probability of missing changes.
Applicable Scenarios
batch update of Word document content is common in enterprise office, data arrangement, teaching management, contract template maintenance, product document maintenance and other scenarios. As long as your task meets the characteristics of "multiple Word files" and "multiple keywords need to be replaced uniformly", you can consider using batch processing software to complete it.
For example, after the enterprise brand is upgraded, the old brand name and the old English name need to be changed uniformly. Before the project data is delivered, the test customer name needs to be replaced with the official customer name. When updating training materials, old terms need to be replaced with new terms in batches. When localizing cross-regional data, words such as country, city, currency and unit need to be replaced uniformly. Compared with manual modification, the advantages of batch processing are that the process is more stable, the operation is more centralized, and the processing results are easier to review.
Effect Preview: First, make clear what to deal with
as can be seen from the screenshot before processing, the objects to be processed this time are a group of Word files, with a total of 6 docx documents, and the file names range from 1.docx to 6.docx. For such batch tasks, we recommend that you first put all the target files in the same folder to facilitate subsequent import at one time.
look at the contents of the document before processing. The page has table layout, apple pictures and multiple descriptions. The key positions marked by red arrows are "Australia" and "USA", which are located after the "Country of origin" field. The goal of this time is to find these old words in multiple Word files and replace them with new country names.
the effect after processing is very intuitive: the position originally displayed as Australia becomes Canada, and the position originally displayed as USA becomes Japan. Pictures, table borders, font styles, and other explanatory text do not change significantly, and the explanatory substitution set occurs on the specified text.
in actual work, the effect preview step is very important. It can help you confirm two questions: first, whether the keywords to be replaced actually exist in the document. After confirming that the target is clear, it is safer to carry out batch operation.
Operation step one: open the Word tool in the keyword replacement function
run HeSoft Doc Batch Tool and find "Word Tools" in the left navigation bar ". The software is a batch processing tool for office documents. The interface organizes a variety of functions according to file type and task type, which is suitable for processing office document tasks with strong repeatability.
on the Word tools page, select Find and replace keywords in Word ". In the screenshot, this function is located in item 1 of the list, and the description text is to find and replace keywords in Word file content in batch. For this task, this is exactly the feature you need to use.
The purpose of selecting this function is to let the software enter the special Word keyword replacement process. All subsequent operations will revolve around this task, including importing the document, filling in the keywords to find, filling in the replaced keywords, setting the save location, and starting the process.
Operation step two: import all need to update the Word file
after entering the function page, the first step is to select the records that need to be processed. At the top of the interface are "Add File" and "Import File from Folder". It is usually more convenient to use Import files from folder if the files are already stored centrally in one directory, or to use Add files if you only want to pick a few files from different locations ".
in the screenshot, the software has successfully imported 6 docx files. The table lists information such as serial number, name, path, extension, creation time, and modification time. With this information, the user can confirm that the current task contains the correct files. For example, the path is displayed as the D disk test directory, the extension is docx, and the number of records is 6, which is consistent with the number in the folder before processing.
The expected result of this page is that all Word documents that need to be updated appear in the list. If less files are found, you can continue to add; if more files are found, you can delete the corresponding records through the operation column. After confirmation, click "Next" at the bottom to enter the processing option settings.
Operation step 3: configure the search method and keyword corresponding table
in the Set Processing Options page, the first thing you see is how to find. Find text exactly is selected in the screenshot ". Since Australia and USA are both explicit fixed text, using exact lookup can make the substitution logic clearer. Next to "Find text using formula blur" is suitable for more complex find needs, but this example does not require expansion.
next are additional options. You can see "Ignore case of letters" and "Match complete words instead of parts of words" in the interface ". In English content substitution, these options are especially important. If you only want to replace the identical USA, you should consider whether to allow case changes; if the keyword is short, you should pay attention to whether it may appear inside other words. In the example, exact text replacement is performed as shown in the screenshot.
In the lower half of the page are two side-by-side lists. The title on the left is "List of keywords to find", and the title on the right is "List of keywords after replacement". In this example, enter two lines on the left: line 1 Australia and line 2 USA; On the right side, also enter two lines: line 1 Canada and line 2 Japan. Their correspondence is as follows:
- Australia → Canada
- USA → Japan
fill in each group of old and new words on the same line. If there are 3 lines on the left, the new words corresponding to 3 lines should be filled in sequence on the right. The screenshot also prompts "if you do not fill in, it means delete", so if a row on the right is left blank, it may cause deletion effect. For users who only want to replace text, make sure that the replacement on the right is complete.
Operation step four: save to the specified location and check the results
when the keyword setting is complete, click "Next". As you can see from the process at the top of the page, there are "Set Save Location" and "Start Processing". When updating Word documents in bulk, it is recommended to save the results to a separate folder instead of mixing them with the original file. This makes it possible to clearly distinguish between pre-and post-processing versions.
After setting the save location, proceed to the start processing step. The software will search and replace Word files in the list one by one, replacing Australia with Canada and USA with Japan. After processing, open the document in the output directory for checking. When checking, you can focus on the location of the original keyword, or you can use Word's own search function to search for whether the old word still exists.
If you find that some old words are not replaced, it may be caused by case, space, punctuation or matching. At this point, you can return to the processing options to adjust the keyword writing or additional options, and then reprocess the original file. Because the previous recommendation is to keep the original file, it is safer to re-execute.
Frequently Asked Questions or Precautions
1. Do you need backup before batch replacement? Backup is recommended. Although tools can improve efficiency, once batch tasks are set incorrectly, the scope of influence will also expand. Outputting the processing results to a new folder is a simple and effective way to back up.
2. Can multiple keywords be processed at once? Yes. The left and right keyword lists in the screenshot support multiple sets of content by row. This example handles both Australia and USA keywords, which is suitable for illustrating the basic logic of multi-keyword replacement.
3. What if you only want to delete a keyword? Next to the list on the right side of the screenshot, there is a prompt of "If you don't fill it in, it means delete. In other words, if a line is filled with only the keyword to be found, and the replaced content is left blank, the effect of deleting the keyword may be realized. It is recommended to test with sample documents before actual operation.
4. Why choose exact find text? It is easier to control the results when you know that the content you want to replace is a fixed word. The country name in this example is explicit text, so select Find Text Exact.
5. Batch processing after how to confirm that there is no missing change? Part of the document can be spot-checked after processing, you can also search for old keywords in Word, such as Australia and USA. If the old word is not found and the new word is displayed correctly, the replacement result is basically as expected.
Summary
replacing multiple keywords in multiple Word documents at one time, the core is to sort out the documents first, and then establish accurate keyword correspondence. HeSoft Doc Batch Tool Provides a clear step-by-step process: enter the Word tool, select the find and replace function, import multiple docx files, set the precise find text, fill in the list of old and new words, and finally set the save location and start processing.
For users who need to maintain a large number of Word data for a long time, this batch processing method can significantly save time. Especially in documents such as contracts, specifications, reports, templates, course materials, etc., content updates are often repetitive. It is recommended that you prepare the sample file test rules before formal processing, and then execute them in batches after confirming that they are correct, which can not only improve efficiency, but also ensure the quality of document updates.