When multiple TXT files contain lines with a specific keyword, year, or number, opening and editing each file individually is highly inefficient. This article demonstrates using HeSoft Doc Batch Tool to perform full-line replacement with a text tool. By selecting formula-based fuzzy text search, entering regex matching rules, and setting new replacement lines, you can process multiple text files in one go. This method is suitable for organizing office documents, updating directories, cleaning logs, and maintaining configuration files.
When batch modifying TXT files, the most common issue is not "not knowing how to replace," but "the content to be replaced is not exactly the same." For example, consider a batch of text files where each file contains a line similar to an attachment title, possibly including a year, serial number, or version information. The requirement is to uniformly change the entire line containing such keywords to a new title. If you use Notepad or an editor to open and process them one by one, the more files there are, the more repetitive the work becomes, and it is difficult to ensure consistency in every file.
This article introduces a method more suitable for office batch processing: using HeSoft Doc Batch Tool , select "Find and Replace Complete Lines in Text Files Based on Keywords" in the text tools, locate the target line using regular expressions or wildcard rules, and then replace the matched line entirely with the specified new line. The example involves processing multiple TXT files, aiming to replace lines containing a four-digit year with "Annex A - Q&A".
Applicable Scenarios
This method is especially suitable for processing text files with similar structures but slightly different content. For instance, multiple project description TXT files have old revision lines that need to be uniformly updated to new descriptions; multiple system-exported log files contain a certain type of number, and the corresponding lines need to be replaced with a fixed prompt; an attachment title with a year in multiple English document directories needs to be batch-changed to a new attachment name; multiple configuration texts contain old parameter lines that need to be uniformly changed to new parameter lines.
If you only need to replace a fixed word, an ordinary find-and-replace can do the job. But when you want to match "an entire line containing certain types of content," regular expressions have an advantage. For example, \d{4} can represent four consecutive digits; it can match not only 2020 but also other four-digit numbers. Combined with the complete line replacement feature, you can achieve "overwriting the entire line that hits the rule."
HeSoft Doc Batch Tool is a batch processing tool found in office software, and its primary value lies in reducing the repetitive operations of opening, copying, pasting, and saving files. For batch processing tasks involving TXT, text documents, and other common office files, a unified import, unified settings, and single execution are usually more stable than manual processing.
Effect Preview: From Old Lines with Years to a Unified New Line
Before Processing: Many Files, Target Lines Scattered Across TXT Files
From the screenshot before processing, you can see there are 5 TXT files in the pending folder, named 1.txt through 5.txt. Although the example has only 5 files, real-world work might involve dozens or more. The more files there are, the more unsuitable it is to open and modify them one by one.
After opening 1.txt, you can see text with content like "Annexes" and "Contents". One of the lines is "Annex A - Food and drink standards - revised 2020". The red box highlights "2020", which is the key feature this rule is designed to identify. Note that the goal is not to replace "2020" alone, but the entire line containing it.
After Processing: The Entire Line is Replaced with New Standard Content
After processing, the line that originally contained the year has been changed to "Annex A - Q&A". Other directory lines in the same file remain, indicating that the replacement rule did not affect content without the target keyword. For batch document management, this effect of "replacing only matched lines" ensures a clearer processing scope.
Operation Steps
Step 1: Find the Complete Line Replacement Feature in the Text Tool
After launching HeSoft Doc Batch Tool , go to "Text Tools" from the left navigation. The interface will display multiple text-related features. The one used this time is the second item, "Find and Replace Complete Lines in Text Files Based on Keywords". The red prompt in the screenshot also explains the feature's purpose: batch delete or replace entire lines containing a certain keyword in text files with new text.
The reason for choosing this feature is that it matches the core logic of this requirement: as long as a line contains the target keyword, perform a replacement on that entire line. If you mistakenly select the ordinary "Find and Replace Keywords in Text", it might only replace partial characters without changing the entire line to the new standard content.
Step 2: Import Multiple Text Files for Processing
After entering the feature, the first step is to "Select the records to be processed". You can import specific TXT files via the "Add Files" button at the top, or batch-add all files from a folder via "Import Files from Folder". The screenshot shows 5 records have been imported, with names including 1.txt, 2.txt, 3.txt, 4.txt, 5.txt, all with the txt extension.
After importing, it is recommended to carefully check the list. First, verify that the file count is correct; the bottom of the screenshot shows 5 records. Second, check if the paths are from the expected directory, such as D:\test. Finally, ensure the extension matches the processing target. Click "Next" at the bottom only after confirming everything is correct to enter the processing options configuration. This checking process helps avoid adding irrelevant files to the batch task.
Step 3: Enable Formula-Based Fuzzy Text Search
On the "Set Processing Options" page, first look at "Search Method". The interface offers "Exact Text Search" and "Use Formula for Fuzzy Text Search". In this example, select "Use Formula for Fuzzy Text Search", because we are looking for a pattern like four digits, not a completely fixed word.
Enter \d{4} in the "Keyword List to Find" on the left. From a regular expression perspective, \d represents a digit, and {4} means it appears four consecutive times, so the overall meaning is four consecutive digits. In the screenshot, "2020" perfectly fits this rule, so that line will be identified as the line to be replaced.
Step 4: Enter the Replacement Line Text
Enter the target content in the "Replacement Keyword List" on the right. The screenshot shows "Annex A - Q&A" is entered. Since the feature name clearly states it replaces the "complete line" in the text file, the content on the right should be understood as the replacement for the entire line, not partial replacement text.
During setup, ensure a one-to-one correspondence between the left-side rules and the right-side replacement content. If there is only one search rule on the left, fill in one replacement result on the right. If there are multiple rules, confirm them one by one to avoid incorrect results due to rules and replacement content being out of order.
Step 5: Set Save Location and Execute Processing
After completing the rule setup, continue by clicking "Next". The top workflow shows that "Set Save Location" and "Start Processing" are the next steps. The save location determines whether the original files are overwritten and where the result files are stored. To facilitate comparison of effects before and after processing, it is recommended to prioritize choosing a new output location, or at least make a backup copy of the original files before operating.
Entering the start processing phase, the software will process each TXT file in the list order. After processing is complete, open the result file for inspection; you can see that the target line containing four digits has been replaced with "Annex A - Q&A". If multiple files have the same structure, you can complete the entire line replacement with the same rule all at once.
Common Issues or Notes
Properly Control Regular Expression Match Scope
While \d{4} is convenient, its match scope is also quite broad. As long as a line contains four consecutive digits, it may be replaced. If the file contains other years, serial numbers, page numbers, or code that you don't want replaced, do not use an overly broad rule directly. You can change it to a more specific text combination, such as a pattern containing "revised" and four digits, or use more explicit, fixed keywords.
Do Not Confuse Partial Replacement with Line Replacement
This feature's processing target is the complete line. Suppose the original line is "Annex A - Food and drink standards - revised 2020"; after replacement, it will become "Annex A - Q&A", not just replacing 2020 with Q&A. Confirm that the requirement is indeed to change the entire line before use.
Perform a Small-Scale Test Before Batch Processing
If the rule is complex, it is recommended to import 1 or 2 sample files for testing first. After confirming the processing result meets expectations, batch import all files. This reduces the risk of incorrect replacements and allows you to check if the replaced text format meets requirements.
Pay Attention to the Case-Sensitivity Option
The additional options in the screenshot include "Ignore letter case". If searching for English keywords and there might be case differences in the files, check this as needed. If searching for a numerical pattern, like \d{4}, the case sensitivity option usually has little impact.
Summary
For batch replacing complete lines containing keywords in multiple TXT files, the core idea is to first clarify the match rule, then set the line replacement result. HeSoft Doc Batch Tool provides a batch text processing workflow oriented towards office scenarios: select the feature, import files, set the search method, fill in the replacement line, set the save location, and start processing. Compared to manually opening files one by one, this approach is more suitable for tasks with high repetitiveness, large file quantities, and consistent rules. It is recommended to back up original files before formal processing and first use samples to verify the regular expression match scope, executing in batch only after confirming correctness.