When the same batch of keywords, numbers, or status texts repeatedly appear in multiple Excel tables, manually opening each file to find and delete them is not only time-consuming but also prone to omissions. This article uses deleting "Mandatory" and "46060" from multiple Excel files as an example to introduce how to use the find and replace function of HeSoft Doc Batch Tool , leaving the replacement content blank to batch delete keywords while preserving the original worksheet structure, row and column layout, and other data content as much as possible.
In daily office work, many Excel spreadsheets come from the same system export template, and multiple files often contain keywords, status fields, area codes, or internal marks that need to be cleaned uniformly. For example, you might need to delete a specific English status term from a large number of xlsx workbooks, or clear a certain code from multiple spreadsheets. If there is only one file, you can use Excel's built-in find and replace to do it; but when the number of files increases, opening, searching, deleting, and saving each one becomes repetitive labor.
The problem addressed in this article is clear: batch deleting specified keywords in many Excel spreadsheet files. The deletion here essentially involves finding the target keywords and replacing them with empty content. Using the "Find and Replace Keywords in Excel" function in the office software HeSoft Doc Batch Tool , you can import multiple Excel files at once, set up a list of keywords to find, and leave the replacement keyword list empty to complete the batch deletion. For administrative, data organizing, finance, HR, and operations personnel who need to process Excel spreadsheet files like xlsx and xls, this type of batch processing can significantly reduce mechanical operation time.
Applicable Scenarios: Which Excel Content is Suitable for Batch Keyword Deletion
Batch deleting Excel keywords is suitable for processing text or codes that have clear rules, appear repeatedly, and need uniform cleaning. For example, multiple data reports all contain a certain status term, multiple lists all carry a specific classification tag, or fixed codes needing desensitization, deletion, or hiding exist in system-exported Excel files. As long as this content can be input as clear keywords, it is suitable for processing with batch find and replace.
Looking at the sample spreadsheet, in the Excel file before processing, column A contained "Mandatory" in multiple rows, and column D contained "46060" in multiple rows. If handled manually, you would need to find these two pieces of content in each file and delete them one by one. With more files, the probability of missed deletions, accidental deletions, and forgetting to save all increases. Using a batch processing tool, you can write these keywords into the list to be found at once, letting the software automatically execute the deletion across the multiple imported Excel files.
It is important to note that this article discusses deleting the keyword content within cells, not deleting entire rows, entire columns, or worksheets. This means that after processing, other cell data, row and column positions, and header structures are still retained; only the hit keywords are cleared. This method is very suitable for performing batch content cleaning without destroying the original table layout.
Effect Preview: Target Keywords Exist in Excel Before Processing
Below is the effect of the Excel before processing. As can be seen, there are multiple pieces of content in the table that need cleaning: multiple rows in column A show "Mandatory", and multiple rows in column D show "46060". This content is distributed across different columns and different cells; if relying solely on manual location, repeated scrolling, finding, and deleting is required.
This kind of table usually also contains a large amount of valid data, such as hospital names, codes, and region names. We only want to delete the specified keywords and do not wish to affect other fields. Therefore, when setting up the batch deletion, it is necessary to clarify the processing scope, the search method, and the replacement content. The keywords to be deleted in the example are "Mandatory" and "46060"; other content should remain unchanged.
Effect Preview: Keywords are Batch Cleared After Processing
After the processing is complete, opening the output Excel file shows that the cells where "Mandatory" originally appeared no longer display the word, and the positions where "46060" appeared have also been cleared, while other unmatched content is still retained. In the example screenshot, the target area is marked for easy comparison of the changes before and after processing.
From the results, it can be seen that batch keyword deletion is not a crude alteration of the entire table, but rather processes only the hit cell content according to the settings. For work involving cleaning fixed text, codes, or tags in multiple xlsx files, this method is more stable than manual deletion file by file and easier to review.
Operating Steps: Using HeSoft Doc Batch Tool to Delete Excel Keywords
Step One: Enter the Excel Tool and Select the Find and Replace Function
Open HeSoft Doc Batch Tool , and select "Excel Tools" in the function category on the left. Find "Find and Replace Keywords in Excel" in the function list. From the interface description, you can see that this function is used for batch finding and replacing keywords in the content of Excel files. Since our goal is deletion, we will set the replacement content to empty later.
The purpose of this step is to enter the correct batch processing module. For cleaning content in multiple Excel files, it is not recommended to merge files first, nor to open and process them one by one. Using this function directly allows the software to batch scan each file according to unified rules, suitable for handling a large number of workbooks with similar structures or consistent content rules.
Step Two: Add the Excel Files to be Processed
After entering the function page, first come to the "Select Records to Process" step. You can see buttons like "Add File", "Import Files from Folder", and "Clear" in the upper right corner of the interface. In the example, 3 xlsx files have been imported, including product_list.xlsx, team-participant-list.xlsx, and test.xlsx. Information such as file path, extension, creation time, and modification time will be displayed in the list.
If the number of files to process is small, you can use "Add File" to select them one by one; if the files are concentrated in the same folder, it is more convenient to use "Import Files from Folder". After importing, it is recommended to first check the file names and record count in the list to confirm there are no omissions and no unintended Excel files have been imported. After confirming, click "Next" at the bottom.
Step Three: Set Processing Scope and Keyword Deletion Rules
After entering "Set Processing Options", you need to focus on setting two parts: Excel processing options and keyword options. In the example interface, the "Processing Scope" is checked for "Cell Text", indicating this operation targets the content within worksheet cells. For common cleaning of text, codes, and status terms, this choice aligns well with the requirements.
In the cell data types, the example checks "Text". This means the software will search and process based on text content. Since "Mandatory" is text and "46060" may also be saved as text in some Excel tables, selecting the text type helps match this kind of content. The interface also shows settings like "Cell formula types to process" and "Processing method for cells containing formulas", which are used to control whether to process formula cells and whether to treat them by their calculated value or formula expression. In actual operation, if unsure whether formulas are included, it is recommended to test with a copy of the file first.
In "Set Keyword Options", the search method is selected as "Exact Text Find". This method is suitable for deleting complete keywords, for example, only deleting perfectly matching "Mandatory" or "46060", avoiding processing other similar content. Then, input the keywords to be deleted line by line in the "List of Keywords to Find". In the example, two lines are entered: Mandatory and 46060.
The right side is the "List of Replacement Keywords". If the goal is to delete keywords, do not fill in replacement content, leaving the replacement result empty. That is, after the software finds the keywords in the left list, it will replace the corresponding content with blank, thereby achieving the effect of batch deleting Excel keywords. After completing the settings, click "Next".
Step Four: Set Save Location and Start Processing
As can be seen from the progress bar, the subsequent steps include "Set Save Location" and "Start Processing". It is recommended to save the processed Excel files to a new folder to avoid directly overwriting the original files. This way, even if you find an error in the keyword settings, you can return to the original files and re-process.
After entering the save location step, choose a suitable output directory; after confirming, enter the start processing step and execute. Once processing is complete, open the output files to check key positions, such as whether "Mandatory" in column A is cleared, whether "46060" in column D is cleared, and whether other data remains unchanged. It is recommended to first spot-check a few files before batch confirming all results.
Common Questions and Notes
1. What is the difference between deleting keywords and deleting cells?
The method in this article replaces keywords with empty, not deleting entire rows, entire columns, or the entire cell structure. After processing, the cell positions still exist; only the content is cleared. Therefore, the table's row numbers, column numbers, filter areas, and overall layout usually remain as they were.
2. Why is it recommended to use exact text find?
Exact find is suitable for processing fixed words or fixed codes. If using a fuzzy method, it might match parts of content containing the target characters, leading to incorrect processing. For example, if deleting "46060", you should confirm whether you only want to delete cells that exactly equal "46060", or also process long texts containing "46060". The example uses exact find, which is more suitable for cleaning clear keywords.
3. Why is the replacement keyword list left empty?
Because the goal this time is batch deletion, not replacement with other text. Input the keywords to be found on the left, and leaving the right side unfilled empties the hit content. If you want to change "Mandatory" to another status term, you can fill in the corresponding new content on the right side.
4. Should files be backed up before batch processing?
Backups are recommended. Although batch processing improves efficiency, it processes multiple files according to uniform rules. If a keyword is input incorrectly, the scope of the impact will also be simultaneously expanded. The safest approach is to keep the original files, save the output results to a new directory, and use them for official work only after confirming they are correct.
5. Can multiple keywords be deleted at once?
Yes. From the keyword list in the screenshot, you can see that "Mandatory" and "46060" are entered as two separate lines. In actual work, if there are multiple fixed keywords to clean, they can also be entered line by line. Before entering, it is recommended to organize a list first to avoid extra spaces, inconsistent capitalization, or copying invisible characters.
Summary: Using Batch Processing to Reduce Time Spent Repeatedly Opening Excel
The core idea for batch deleting keywords in multiple Excel files is to use the find and replace function to replace specified keywords with empty. HeSoft Doc Batch Tool , as software designed for office scenarios, can consolidate the operations of opening xlsx files, searching, deleting, and saving each one individually into a single batch process.
If you frequently need to clean fixed text, codes, status terms, or internal marks in Excel spreadsheets, it is recommended to first prepare a list of keywords to delete, then follow the steps in this article to import files, set the cell text range, select exact find, leave the replacement content empty, and output to a new folder. This can both improve processing efficiency and reduce the risk of missed deletions in repetitive labor.