, when there are dozens or hundreds of Word documents in a folder that need to modify keywords in a unified way, it is very time-consuming and easy to miss changes by opening docx or doc files one by one and manually searching and replacing them. This article uses batch replacement of multiple keywords in multiple Word files as an example to demonstrate how to use HeSoft Doc Batch Tool Import multiple documents at a time, set multiple sets of search words and replacement words, and complete batch processing according to the wizard, which is suitable for unified maintenance of contracts, materials, templates, product documents, etc.
In daily office, many people will encounter such a scene: some words in a batch of Word documents need to be updated uniformly, such as replacing the old area name, old company name, old product name and old number with new content. If there is only one file, it can be completed by using Word's own search and replacement. However, if there are many docx and doc documents, and multiple keywords need to be replaced in each document, opening, inputting and saving one by one will become repetitive work.
The problem to be solved in this article is: how to batch replace multiple keywords in many Word files. By HeSoft Doc Batch Tool , you can add multiple Word files to the processing list at one time, and then fill in multiple groups of "find keywords" and "replace keywords" in the same setting page, so that the software can batch process the file contents according to the rules. The following is a complete description of the pre-treatment effect, post-treatment effect and specific operation process in combination with screenshots.
Applicable scenarios: under what circumstances do you need to batch replace Word file keywords
batch find replace Word content is very suitable for the need to maintain a large number of documents in a unified scenario. For example, after the company is renamed, the old company name in the historical contract, quotation and manual needs to be replaced with the new name. After the product data is updated, the model, parameter, origin, contact person and other information in multiple documents need to be uniformly modified. The same batch of old keywords appeared in training materials, project documents and bidding documents can also be quickly corrected by batch replacement.
As you can see from the example in the screenshot, the pending files are 6 Word documents from 1.docx to 6.docx. The document contains an introduction to apple varieties, in which the name of the country after "Country of origin" needs to be modified. Before processing, there are keywords such as Australia and USA in the document. After processing, these words are replaced with Canada and Japan. Although the number of files in this example is small, the operation method is also applicable to more docx or doc files.
Effect Preview: Pre-Processing Word File and Keyword Status
before processing, multiple Word documents are placed in a folder, and the file names are displayed in order as 1.docx, 2.docx, 3.docx, 4.docx, 5.docx, 6.docx. If such files are opened one by one, even if only two or three words are modified in each file, it will take up a lot of time, and it is easy to omit due to steps such as switching windows, copying and pasting, and saving files.
after opening one of the Word documents, you can see that there are multiple information fields in the body, such as Size, Country of origin, Colour, Taste, Good for, Availability, etc. The screenshot specifically identifies what needs to be replaced: the Australia in the example on the left, and the USA in the example on the right. This shows that this time, instead of replacing only one fixed word, we have to deal with multiple sets of different keywords at the same time.
Effect Preview: Batch-processed replacement results
after the 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. The pictures, table structure, field names, and other body content in the document remain the same, and only the keywords that have been set change. For Word batch processing tasks that need to keep the original layout and only modify the specified text content, this method can significantly reduce manual checking and repeated editing.
it should be noted here that the core of batch replacement is not simply "changing the whole file to one word", but can configure multiple sets of replacement relationships at one time. For example, Australia in the first row corresponds to Canada, and USA in the second row corresponds to Japan. When dealing with each Word file, the software will search and replace according to these corresponding relationships, so as to realize the unified update of multiple documents and multiple keywords.
Operation step one: enter the Word tool and select the find and replace function
open 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. Because the contents of Word files are to be processed this time, you need to enter the "Word Tools" classification first.
In the Word tools list, select 1. Find and replace keywords in Word ". As you can see from the interface prompt, this function is used to "find and replace keywords in the content of Word files in batches", which exactly corresponds to the task to be processed in this article. The purpose of selecting this function is to enter the processing flow specifically for Word document content replacement, rather than other tasks such as file name modification, format adjustment or picture processing.
Operation step two: add the need for batch processing of Word files
after entering the "Find and replace keywords in Word" function, the interface will enter the wizard-style process. The first step is to "select the records that need to be processed". At the top of this page, you can see buttons such as "Add File", "Import File from Folder", "Empty" and "More. If you only need to process a few specified documents, you can use "add files". If all docx or doc files are concentrated in the same folder, it is more convenient to use "import files from folder.
Six files have been imported in the screenshot. The list displays information such as serial number, name, path, extension, creation time, and modification time. You can see that the file path is D:\test\1.docx to D:\test\6.docx, and the extension is docx. The purpose of this list is to allow users to confirm before formal processing: which files will be replaced in batches, whether the file path is correct, and whether any documents that should not be processed have been added. If you find that a file does not need to be processed, you can delete it through the operation area on the right side of the list. If the import is wrong, you can also use "Empty" and select it again.
after confirming that the file list is correct, click "Next" at the bottom of the page to enter the keyword replacement rule setting. It is recommended not to rush to continue at this step, but to check the number and path of documents first, especially when dealing with important documents such as contracts, formal notices, customer data, etc., to ensure that the target documents are accurate will reduce subsequent rework.
Operation step 3: Set the search method and multi-group keyword replacement relationship
the second step is to "set processing options", which is also the most critical step to replace Word keywords in batches. In the screenshot, "Find Method" is selected as "Accurate Find Text", which means that the software will accurately match the entered text content. You can also see the "Find text with formula blur" option next to it, but in this example, you use a precise search, which is suitable for situations where you know exactly which words to replace.
In the Additional Options area, you can see Ignore case of letters and Match complete words instead of parts of words ". These two options are used to control the matching range. For example, when replacing English keywords, if you want Australia, australia, and AUSTRALIA to be recognized, you can consider case options according to actual needs; if you are worried that a word is only a part of another longer word, you can combine "match a complete word instead of a part of a word" to reduce the risk of false replacement. These additional options are not checked in the screenshot, indicating that the default precise text is used for replacement this time.
there are two lists at the bottom of the page: the "list of keywords to find" on the left and the "list of keywords after replacement" on the right ". In this example, row 1 on the left is filled with Australia, and row 2 is filled with USA; row 1 on the right is filled with Canada, and row 2 is filled with Japan. The software will establish a corresponding relationship by line, that is, Australia is replaced by Canada and USA is replaced by Japan. When filling in, pay special attention to the one-to-one correspondence of line numbers on both sides. You cannot have two lines on the left and only one line on the right. Otherwise, the replacement result may not meet expectations.
The interface also displays a prompt of "if you don't fill in, it means delete", which means that if the replaced keyword on the right is left blank, the content found on the left may be deleted. This function is very useful when cleaning up fixed watermark text and deleting unified marks, but if you only replace keywords, you should fill in the new content on the right.
Operation step four: continue to set the save location and start batch processing
after setting the keyword list, click "Next" and enter "Set Save Location" according to the interface wizard ". The setting of the save location is important because batch processing affects multiple Word files. In actual office, it is recommended to save the processed files to a new folder or back up the original files before processing. In this way, even if the keyword configuration is found to be incorrect, it can return to the original document for reprocessing.
After setting the save location, proceed to the "Start Processing" step. The software will process each Word document in turn according to the list of imported files and the corresponding relationship of keywords set. After the processing is completed, you can open several of these documents for spot checks, focusing on confirming whether the replacement words are correct, whether the document layout remains normal, and whether there is any special content that requires additional processing.
Frequently Asked Questions and Precautions
1. When multiple keywords are replaced, why do you want to correspond line by line? The software needs to know which new word corresponds to each old word. The search word in the left row is paired with the replacement word in the right row. Therefore, when entering multiple sets of keywords, it is recommended to sort out the order in the table or text before copying it to the corresponding list.
2. doc and docx can do this? As you can see from the screenshots of this article, the sample file extension is docx. For other Word format files, it is recommended that the actual support of the software and the import results prevail. If the file can be added to the list and the extension is displayed, you can continue to follow the wizard to try to process it.
3. How to avoid false substitution? Try to use complete and clear text when setting keywords, and don't just enter too short fragments. When dealing with English content, you can combine options such as "match complete words instead of parts of words" to avoid replacing characters inside a word.
4. Replacement before the need for backup? Backup is recommended. The advantage of batch processing is that it is efficient, but it also means that multiple files will be affected by one setting. For important documents, it is best to copy a test to confirm that the results meet expectations before processing all documents.
Summary
batch replacing multiple keywords in multiple Word files is essentially reducing the manual operations of repeatedly opening, finding, entering, and saving. By HeSoft Doc Batch Tool , you can import a batch of docx documents first, then set up multiple sets of search words and replacement words, and finally follow the wizard to complete the saving and processing. For contract templates, product materials, project documents, training materials and other documents that need to be updated uniformly, this approach can significantly improve efficiency and reduce the probability of missing changes. If you have a large number of Word files on hand that need to change the same batch of keywords, you can test the rules with a small number of files before applying them to the complete folder in batches.