When multiple text files all have the same keyword lines that need to be uniformly rewritten, opening TXT files one by one for manual modification is very inefficient. This article uses directory lines like Annex A and Annex B as examples to explain how to use HeSoft Doc Batch Tool to search for keywords and replace entire lines in text files, processing multiple txt files at once. This allows users to quickly complete batch modifications and reduce missed changes and incorrect edits.
Many people encounter a repetitive yet carefully handled task when organizing materials: multiple TXT files contain a batch of old titles, old fields, or old description lines, which now need to be uniformly replaced with new wording. For example, the original files contain the lines "Annex A," "Annex B," "Annex C," "Annex D," each potentially followed by different descriptive text; now, these lines need to be uniformly replaced with new content such as "Annex A - Q&A" and "Annex B - Safety Attentions." Relying solely on Notepad or a basic editor means searching file by file and manually modifying entire lines. The more files there are, the higher the likelihood of missed edits, repeated saves, version confusion, and other issues.
This article introduces a processing method more suitable for office scenarios: using the "Find and replace complete lines in text files based on keywords" feature in HeSoft Doc Batch Tool to add multiple text files to a list at once, then setting the keywords and the replacement line content. The software will automatically find lines containing the target keywords in each TXT file and replace the matched complete line with your specified new line.
Applicable Scenarios: Batch Modifying Titles, Directory Entries, and Configuration Lines Can Be Done This Way
The feature of replacing entire lines by keywords is suitable for processing plain text files with relatively regular structures. For example, when attachment names in project documents need unified adjustments, batched directory files require updated chapter descriptions, certain parameter lines in configuration lists need to be changed to new descriptions, or multiple documents contain fixed fields that need a unified update to new naming conventions. As long as you can clearly define "which keyword identifies the target line," you can use this function for batch processing.
It is distinctly different from standard find-and-replace. Standard replacement typically changes one word to another, targeting partial text; this method "replaces the entire line upon hitting the keyword," targeting the whole line content. This is particularly useful when the old line content is long, the latter half is inconsistent, and character-by-character matching is difficult. For example, "Annex A" might be followed by different descriptions in different files, but as long as it contains "Annex A," it can be uniformly changed to a new standard line.
Effect Preview: Many Files Before Processing Require Line-by-Line Positioning
In this example, the pending folder contains 5 TXT files: 1.txt, 2.txt, 3.txt, 4.txt, and 5.txt. While this number might seem small, repetitive work still occurs if each file has to be opened, searched, modified, and saved. In actual work, the number of files is often much larger, and the manual processing cost rises rapidly.
Opening the pre-processed 1.txt reveals four lines under "Annexes" that require attention: Annex A, Annex B, Annex C, Annex D. The parts marked by the red box are the lines to be located by keyword. They were originally followed by English descriptive content, such as food and beverage standards, school meal analysis, and FAQs. These old descriptions need to be uniformly replaced with new, concise explanations.
Effect Preview: Target Lines Uniformly Changed to Standard New Content After Processing
After batch processing, viewing the same text file again shows that the region marked by the red box has changed. The previously longer old lines have been replaced with new standard lines: Annex A - Q&A, Annex B - Safety Attentions, Annex C - Important Notes, Annex D - Other Remarks. Other directory entries in the file, such as Introduction and Software specification, remain untouched and have not been mistakenly altered.
This result demonstrates that the software does not simply replace all characters in the full text. Instead, it finds the complete lines containing the keywords from the set list and replaces them with the corresponding new lines from the right column. For office files that need to maintain a stable text structure, this method is safer and better meets batch organization needs.
Operating Step 1: Find the Corresponding Function in the Text Tool
After opening HeSoft Doc Batch Tool , first enter "Text Tools" from the left navigation. In the function list, you can see various text processing capabilities, including Find and Replace, Delete Blanks, Text to Word, Text to PDF, HTML Conversion, etc. For this task, you need to select the second option: "Find and replace complete lines in text files based on keywords."
The reason for selecting this function is clear: the requirement is to replace the entire line containing the keyword, not just the keyword itself. Upon entering this function, the software uses a step-by-step approach to guide users through importing files, setting processing options, setting a save location, and starting the process.
Operating Step 2: Import Multiple TXT Files and Verify the Task List
After entering the function page, the first step is to select the records to be processed. At the top of the interface are two common entries: "Add File" and "Import Files from Folder." If files are scattered, use "Add File"; if files are centrally located in one folder, it is recommended to use "Import Files from Folder" to add a batch of files to the task more quickly.
As seen in the screenshot, five TXT files have been added to the list, showing their names, paths, extensions, creation time, and modification time. Checking this list is critical because once batch processing begins, the software executes according to the items in the list. After confirming that only the necessary files are included, click "Next" at the bottom. If an incorrect file is found, it can be removed via the delete operation in the list, or use "Clear" to reselect.
Operating Step 3: Precisely Fill in Keywords and the Replacement Line Content
The second step is setting processing options. In the example, "Precise Text Find" was selected. In the "Keywords to find" list, Annex A, Annex B, Annex C, Annex D were entered line by line; in the "Replacement text" list on the right, Annex A - Q&A, Annex B - Safety Attentions, Annex C - Important Notes, Annex D - Other Remarks were entered in the same order.
It is crucial to ensure one-to-one correspondence when filling in. The first line on the left corresponds to the first line on the right, and the second line on the left to the second line on the right. If the order is wrong, Annex A might be replaced with the content intended for Annex B. For cases with many keywords, it's advisable to organize the correspondence in a spreadsheet or a note app before copying them into the software for setup.
The interface also displays additional options, such as "Ignore case" and "Match whole word instead of part of a word." In the example, the target text format was relatively fixed, so precise matching was sufficient. If the actual files could have case variations like "annex a" or "ANNEX A," you might consider enabling ignore case based on the situation; exercise caution with match settings if the keyword can easily become part of another word.
Operating Step 4: Continue Setting the Save Location and Execute Batch Processing
After the keywords and replacement content are set, click "Next." Following the interface flow, the next steps will be "Set Save Location" and then "Start Processing." The choice of save location affects how processed files are managed. It is recommended to output the results to a new folder to facilitate comparison with the original files and reduce the risk of accidental overwriting.
Before starting the process, review three key points: Is the file list correct? Are the keywords complete? Does the replacement text correspond line by line with the keywords? Once confirmed, execute the batch processing. After processing is complete, it is recommended to spot-check a few opened files, focusing on whether the matched lines have been replaced and whether the non-matched lines remain unchanged.
FAQ and Notes
1. Why not use standard find and replace?
Standard find and replace is suitable for replacing fixed terms, but when the task is to "delete the latter half of an old line and replace it with entirely new line content," standard replacement is not direct enough. Replacing the entire line by keyword avoids the need to manually select the whole line.
2. What if multiple identical keywords appear in the same file?
This function is used to process lines containing the keyword. If multiple locations contain the same keyword, they should generally all be included in the check scope. It is recommended to confirm the results with a test file before official processing to ensure they match expectations.
3. Can the right-side replacement list be left blank?
The screenshot indicates that "leaving it blank means deletion," so if you intend to replace with a new line, you should fill in specific content; consider leaving it blank only if the goal is to delete lines containing the keyword.
4. Does it support batch importing an entire folder?
From the interface, an "Import Files from Folder" button is visible, suitable for importing multiple text files from the same directory at once, saving time on repetitive file selection.
Summary: Turn Multi-File Line Modifications into a Controllable Batch Task
When lines containing specific keywords in multiple text files need to be uniformly changed to new content, the biggest headache is repetitive operations and human error. HeSoft Doc Batch Tool breaks this process down into clear steps: select the function, add TXT files, set keywords and their corresponding replacement lines, set the save location, and start processing. For users who need to batch maintain TXT texts, instruction files, directory lists, or configuration data, this office software turns time-consuming manual modifications into a one-time batch task. It is recommended to run a trial with a few files first, confirm the rules are correct, and then process all text files in the complete folder.