When project names, person names, customer names, and other content repeatedly appear across multiple Notepad documents, searching and deleting them one by one is not only slow but also prone to omissions. This article takes deleting "Product A" and "Michael Anderson" from TXT files as an example to illustrate how to use the text tool in HeSoft Doc Batch Tool to import multiple TXT files, use the "Find and replace keywords in text" feature, and leave the replacement content empty to batch delete project names, person names, and fixed phrases, suitable for document sanitization, data organization, and batch text cleaning.
When organizing external materials, test documents, project reports, or system-exported Notepad files, a very specific problem often arises: many txt files contain the same project name, personnel name, or internal designation that now needs to be uniformly deleted. For example, in the sample file, "Product A" is a project-related name, and "Michael Anderson" is a personnel name; these contents appear multiple times in the body's beginning, middle, and end signature. If there are many files, manually opening each Notepad and using Ctrl+F to find and delete consumes a lot of time, and missing just one instance could affect data sanitization or delivery quality.
This article will introduce a method more suitable for office batch processing: using the text tool in " HeSoft Doc Batch Tool " to batch delete keywords from multiple TXT text files. This software is a document batch processing tool within office software, suitable for tasks that are highly repetitive, have clear rules, and involve a large number of files. By configuring a keyword list once, you can execute a unified search on multiple imported text files and replace the found content with nothing, thereby achieving batch deletion.
Applicable Scenarios: Batch Deleting Project Names, Personal Names, and Client Names
Batch deleting text keywords is not only applicable to the English project names and personal names shown in the example. In actual office work, similar needs are very common. For instance, legal or administrative staff need to delete client names, contact information, or company names from batches of text materials; product teams need to remove obsolete project names from old version notes; operations personnel need to clean up campaign codes from multiple copy drafts; R&D or testing personnel need to remove internal paths, account names, or environment identifiers from log descriptions.
The common feature of these scenarios is that the content is distributed across multiple txt files, the text to be deleted is relatively fixed, and it is desirable to keep other body texts unchanged as much as possible. In this case, the most suitable approach is not editing one by one but using batch find and replace. Especially when the goal is deletion rather than rewriting, simply setting the replacement content to empty will remove the keywords from all text files.
Effect Preview: Before Processing, Keywords Were Scattered in Multiple Text Locations
The sample screenshot before processing shows multiple keywords marked with red boxes in the text file. "Product A" appeared in the article-like headline beginning, the R&D department description, and subsequent outcome descriptions; "Michael Anderson" appeared both within body sentences and in the signature line after "Submitted by". This scattered distribution of keywords is precisely why manual deletion is prone to errors.
If there were only one file, a visual check could be managed with difficulty. However, in batch office work, it is often not just one file but dozens of similar texts within a folder. Each file has different occurrence frequencies and positions, making it hard to ensure consistency with manual processing. With a batch processing tool, you can turn "what to delete" into a rule and let the software execute "in which files to delete".
Effect Preview: After Processing, Project Name and Personal Name Have Been Cleared
In the processed screenshot, the positions where "Product A" and "Michael Anderson" originally appeared have been cleared. Other body text content remains, indicating that the software executed a deletion targeting the specified keywords, rather than deleting entire paragraphs or entire lines. For office document sanitization, this method can minimize the impact on the original content structure.
It can be seen that after deletion, some positions may show blanks or changes in spacing between adjacent words. This is a natural result of replacing the keywords with nothing. For scenarios only requiring the hiding of project and personal names, this usually achieves the goal; if further optimization of sentence fluency is needed, spot-check key files after the batch processing is complete.
Steps: Batch Deleting Specified Text from Notepad Documents
Step 1: Find the Find and Replace Entry Point in the Text Tool
After starting HeSoft Doc Batch Tool , the left navigation bar contains multiple tool categories, such as File Name, Folder Name, File Organization, Word Tools, Excel Tools, PowerPoint Tools, PDF Tools, Text Tools, Image Tools, etc. This processing involves txt Notepad documents, so select "Text Tools".
After entering Text Tools, the page displays multiple text processing capabilities. According to the screenshot, you need to click "1. Find and replace keywords in text". This function description is for batch finding and replacing keywords in text file content, which perfectly suits the goal of "batch deleting keywords" this time. Because deletion can be understood as a special type of replacement: replacing the found keyword with empty content.
Step 2: Add Files or Import txt Documents from a Folder
After entering the function page, the flow first stops at "Select records to process". The upper right area of the interface has two main entries: "Add File" and "Import Files from Folder". If the number of files to process is small, you can choose Add File; if all txt files are placed in the same directory, it is more recommended to use "Import Files from Folder", as this allows importing all text files from the entire folder at once.
In the screenshot, the list already shows multiple records with file names like Product A - Copy (2).txt, Product A - Copy (3).txt, etc., all with the txt extension, and paths shown in the C:\Users\Administrator\Desktop\Test folder 4\ directory. This indicates that multiple text files have been successfully added to the processing list. Information in the table like "Name", "Path", "Extension", "Creation Time", "Modification Time" can help users confirm that the correct files have been selected.
Before formally proceeding to the next step, it is recommended to check the file count and paths. If unnecessary texts were imported by mistake, you can delete corresponding records via the operation column on the right; if you want to re-select, you can use "Clear". After confirming there are no errors, click "Next" at the bottom of the page.
Step 3: Select Precise Text Search
After arriving at the "Set processing options" page, you first need to determine the search method. In the screenshot, "Precise text search" is checked. For specific content like project names, personal names, client names, and fixed codes, precise search is usually more suitable because it matches based on the characters entered by the user, with intuitive processing logic, making it easy to control.
The interface also shows the option "Use formula for fuzzy text search". If the user only needs to delete fixed text like Product A or Michael Anderson, there is no need to use fuzzy rules. Keeping "Precise text search" reduces the risk of accidental deletion, especially when processing large volumes of files; the clearer the rules, the easier the results are to verify.
Step 4: Enter the Content to Delete Line by Line in the Keyword List
On the lower left side of the page, you can see the "Keyword list to find". The example screenshot shows two lines of keywords entered: Product A and Michael Anderson. This design is very suitable for batch deleting multiple words: each keyword occupies one line, and the software will search item by item according to the list.
The area on the right is the "Replacement keyword list", with a note nearby saying "Leave blank to delete". Therefore, for this operation, there is no need to enter any new words on the right; keeping it empty is sufficient. With this setting, the software will replace the found instances of Product A and Michael Anderson on the left with nothing, effectively deleting them from the text content.
If more content needs to be deleted, such as company abbreviations, department names, contact numbers, email prefixes, etc., you can also continue adding them line by line in the left list. Note that keywords should be written as accurately as possible, especially regarding English capitalization, spaces, and punctuation. If there are multiple ways of writing in the original text, the different versions need to be listed separately, or additional options should be considered based on the actual situation.
Step 5: Check Additional Options and Proceed to the Next Step
In "Additional options", the interface provides "Ignore letter case" and "Match whole word instead of part of the word". If the English capitalization in the text is inconsistent, consider checking Ignore case; to avoid deleting partial characters within a longer word, pay attention to the match whole word option. Document content varies, so it is recommended to test the rules with a small number of files first before expanding to all files.
After completing the settings, click "Next". According to the page flow, subsequent steps will lead to "Set save location" and "Start processing". Since batch processing affects multiple files simultaneously, it is recommended to choose a clear output location and try not to directly overwrite the sole originals. After processing, open several result files to check if the keywords have been deleted.
Common Questions or Considerations
Can keywords containing spaces be deleted?
Yes. "Product A" and "Michael Anderson" in the example both contain spaces, and the screenshot shows them entered as complete strings into the keyword list. When entering, ensure the number of spaces matches the original text exactly; otherwise, matching might fail. For example, having one extra or one fewer space could affect the search results.
Can Chinese keywords be deleted?
Although the example uses English content, the functional logic is to find and replace keywords in text. For fixed text like Chinese project names, Chinese personal names, and department names, they can be entered line by line in the same way. The key is to ensure that the files to be processed are text files and that the entered keywords match the content in the files exactly.
Will it accidentally delete parts of the body text that should not be deleted?
The result of batch processing depends on the entered keywords and options. If the entered word is too short or too common, it might delete content that shouldn't be deleted. For example, entering only a single letter or a common word would have a broad impact. Therefore, it is recommended to use more complete phrases, such as complete project names, full personal names, and complete codes. It is best to have backups before processing and perform spot checks afterward.
Why not choose the delete entire line function?
In the text tool, you can also see the function "Find and replace entire lines in text files based on keywords", but this example is not about deleting entire lines containing keywords, only the keywords themselves. Using whole-line processing might delete too much content. Therefore, this time you should select "Find and replace keywords in text".
Summary: Batch Text Sanitization is Better Done with Tools
For batch deletion of project names and personal names from multiple Notepad documents, the most important thing is to standardize the repetitive operation. Through HeSoft Doc Batch Tool , users can first import a batch of txt files, then enter the project names, personal names, or fixed phrases to be deleted into the "Keyword list to find", and keep the "Replacement keyword list" empty. This completes batch keyword deletion and avoids the inefficient operation of opening files one by one.
If you are organizing a batch of text materials and need to delete client names, responsible persons, internal project codes, or other sensitive words, it is recommended to first prepare a keyword list, and then process them in the text tool following the steps in this article. This can both improve efficiency and reduce the risk of missing deletions, making batch office tasks more controllable.