facing old words, old place names, old company names or old parameters in multiple docx documents, manual replacement one by one is not only slow, but also easy to miss. This article focuses on Word bulk find replace and explains how to use HeSoft Doc Batch Tool Import multiple Word files, configure multiple sets of keyword correspondence, such as replacing Australia with Canada and USA with Japan, and complete batch processing through wizards to help office workers reduce repeated editing.
Many office documents will continue to be maintained after they are released. For example, product information needs to be updated in origin, project documents need to replace customer names, contract templates need to be modified in company entities, and teaching materials need to be unified in terms. If these contents are scattered in multiple Word files, the traditional practice is to open the docx documents one by one, press Ctrl H to find the replacement, and then save and close. When there are more files, this method will consume a lot of time, and as long as one file is missed, the content may be inconsistent.
This article will demonstrate a more suitable processing method for batch office: use. HeSoft Doc Batch Tool , add multiple Word files to the task list at one time, and then set the correspondence between old words and new words in a unified way to realize batch replacement of multiple keywords in multiple docx documents. In the example, the document contains Australia and USA before processing, and becomes Canada and Japan respectively after processing.
Applicable Scenario: Need to uniformly modify multiple Word document contents
Word Batch Find and Replace is suitable for all text update tasks with clear rules and large number of files. For example, you need to replace the old model in multiple manuals with the new model, replace the old department name in all reports with the new department name, update the old phone number, old address and old website in the template file, or replace the country name in the data in batch as in the screenshot example.
If there is only one Word document, manual replacement is not troublesome. However, if there are 6, 60 or even more docx or doc files, manual replacement is prone to three problems: first, repeated operations take time; Second, different files may be missed. Third, it is easy to make mistakes between multiple groups of keywords. The value of office software is to centralize these repetitive steps, allowing users to focus on confirming rules rather than mechanically opening and saving files.
Pre-processing effect: the folder has multiple docx files
to be modifiedfrom the screenshot before processing, you can see that there are 6 Word files in the folder: 1.docx, 2.docx, 3.docx, 4.docx, 5.docx, and 6.docx. These files need to implement the same keyword substitution rules. For this kind of documents, batch processing is more stable than editing one by one, and it is easier to check the processing scope.
after opening one of the documents, the content shows the apple variety information in the form of a table. The red arrow in the screenshot indicates the text to be replaced: the left Country of origin is followed by the Australia, and the right Country of origin is followed by the USA. These two words are distributed in different locations in the same document, and may also exist in multiple documents at the same time. Manual processing requires two iterations of the lookup, while batch tools can put them into the same batch of rules.
Processing effect: multiple keywords according to the corresponding relationship to complete the replacement
after the processing is completed, it can be seen in the screenshot that Australia has been replaced with Canada and USA has been replaced with Japan. More importantly, the document's original table structure, pictures, titles, and other explanatory text have not been changed. In other words, the goal of this operation is to "replace only the specified keywords", not to rearrange the document or modify other formats.
such results are important for official office documents. Many Word files contain pictures, tables, paragraph styles and field descriptions. If you copy and paste manually and modify them, you may accidentally destroy the format. However, using the special Word batch search and replacement function, the operation can focus on text matching and replacement to reduce the impact on other content.
Operation step one: in the Word tool to open the find and replace function
start HeSoft Doc Batch Tool After that, first select "Word Tools" in the left navigation ". The right side of the interface displays a variety of Word-related batch functions, including adding watermarks, removing blanks, converting formats, exporting pictures, etc. Because this article modifies keywords in the body of a Word file, you should select Find and replace keywords in Word ".
In the screenshot, this function is located in item 1 of the Word tool list, indicating that it is an entry for keyword replacement of Word content. The purpose of selecting the correct function is to focus the subsequent process on "file import, keyword setting, save location, start processing", rather than entering other types of document processing tasks.
Operation step 2: Import the Word file
that needs to be replaced uniformlyafter entering the function page, the first step is to select the records that need to be processed. The top of the page provides two common entries, "Add files" and "Import files from a folder. If the files are scattered in different locations, they can be added one by one. If the documents to be processed are all in the same folder, it is more efficient to import directly from the folder.
In the example, six records have been imported. The name, path, extension, creation time, and modification time of each file are displayed in the list. The extension is shown as docx and the path is in the D:\test \directory. After importing, two things should be checked: one is whether the number of files is correct, and the other is whether the file path is the target folder. Check and click "Next" at the bottom ".
if there are files that do not need to be processed in the list, they can be removed through the right operation area. If the imported file is completely wrong, you can click "Empty" and add it again. File validation before batch processing is critical because it determines which documents will be acted upon by subsequent replacements.
Operation Step 3: Select Accurate Search and Fill in Old Words and New Words
after entering the second step "Set processing options", first set the search method. The screenshot selects "precise text search", which is suitable for scenes that clearly know what the original text is and what to replace. For example, to accurately replace Australia with Canada and USA with Japan, this method should be used.
At the bottom of the page, the "keyword list to find" on the left is used to fill in the old words, and the "keyword list after replacement" on the right is used to fill in the new words. In this example, the left two rows are Australia and USA, and the right two rows are Canada and Japan. The line number here is the correspondence: line 1 to line 1, line 2 to line 2. As long as the rules are filled in correctly, the software can perform substitutions according to the same set of rules in multiple imported Word files.
when filling in multiple sets of keywords, it is recommended to organize the replacement relationship into a list, such as "old word A → new word A" and "old word B → new word B", and then enter it into the left and right lists. In this way, corresponding errors such as incorrectly filling USA as Canada and Australia as Japan can be avoided. For English content, also pay attention to case, spaces and hyphens, because precise search will match according to the input text.
Operation step four: according to the wizard to complete the save and processing
when the keyword setting is complete, click "Next". The process prompt at the top of the interface is displayed, followed by "set save location" and "start processing. When setting up a save location, it is not recommended to directly overwrite unique originals, especially when dealing with formal contracts, customer data, or documents that need to be archived. You can create a new output folder and save the processed Word document there for easy comparison with the original document.
After entering the start processing phase, the software will process 1.docx to 6.docx in turn according to the import list, and apply the set keyword rules to each file. After the processing is completed, it is recommended to spot check at least a few documents: search for whether the old words still exist after opening, check whether the new words are replaced in place, and confirm whether the document layout, pictures and forms are normal.
Frequently Asked Questions and Precautions
1. Why do I need to confirm the file list before processing? Batch replacement affects all files in the list. If you mistakenly add irrelevant documents to the task, it may cause unnecessary changes. Checking the name, path, and quantity after import is the most basic error-proofing step.
2. Precise search is suitable for what situation? The precise search is suitable for the content with clear original words and fixed writing, such as country name, company name, product model, serial number, unified terminology, etc. If there are many ways to write the original text, you need to add multiple lines of keywords respectively, or choose other search methods according to the actual situation.
3. Can the replaced keyword be empty? The screenshot prompts "If it is not filled in, it means delete". This means that when the content is not filled in on the right side, the keywords found on the left side may be deleted. If the goal is to replace rather than delete, be sure to fill in the new word.
4. How do I handle case? The "Ignore case of letters" option is available on the page. Whether it is checked depends on the actual document. If the case of English keywords is not uniform, you can consider using this option; if the case itself has meaning, it is recommended to use it with caution.
5. Batch replacement after acceptance? The processed file can be opened, using Word to search for old keywords, to confirm whether the old words still exist. At the same time, check whether the position of new words is reasonable. For important data, it is recommended to use a small number of documents for trial operation before batch processing of all documents.
Summary
the key to changing the old words in multiple docx documents into new words is to set the "file range" and "replacement rules" clearly at one time. HeSoft Doc Batch Tool As a batch processing software for office scenarios, it can help users import multiple Word files, centrally configure multiple sets of keyword correspondence, and save and process according to the wizard. Compared with opening documents one by one and replacing them manually, it can significantly save time and reduce the probability of missing changes. If you are maintaining a batch of Word materials, it is recommended to sort out the list of old words and new words before using the batch search and replacement function to complete the unified update.