If multiple xlsx files contain the same old keywords, old numbers, or old statuses that need to be uniformly replaced with new content, you can use an office batch processing tool to complete this. This article uses HeSoft Doc Batch Tool to demonstrate the Excel keyword batch find and replace process: view pre-processing data, import multiple Excel files, set the cell text range, select exact match, fill in the find and replace list, and check the results after processing. Suitable for administrative, HR, operations, finance, and data organization personnel who frequently maintain spreadsheet data.
Many office workers encounter situations like this: after a project ends, the status fields in multiple Excel reports need to be updated uniformly; after a batch of product codes is adjusted, old numbers in several xlsx lists need to be replaced entirely; or when an organization name, customer name, or category name changes, related spreadsheets must be modified synchronously. Modifying a single file isn't difficult; the real headache comes from the large number of files, repetitive work, and the high likelihood of omissions.
This article will focus on "batch replacing specified content in xlsx files" and demonstrate how to use HeSoft Doc Batch Tool to find and replace keywords in Excel. In the example, we will replace "Mandatory" with "Voluntary" and "46060" with "888888". Although the example files are in xlsx format, similar approaches are applicable to daily batch modification needs for Excel files like xls and xlsm. The specific format is subject to the actual support of the software.
Applicable Scenarios: Why Batch Process Excel Files
Excel is one of the most common data carriers in office work. As the number of files increases, maintenance costs rise rapidly. For instance, a department generates multiple statistical reports monthly, with identical formats but as independent files; an operations team maintains multiple product lists, each containing the same fields; a project team receives spreadsheets from different sources and needs to unify field values and codes. These situations are all suitable for batch processing tools.
The value of batch find and replace is mainly reflected in three aspects. First, it saves time, eliminating the need to open each Excel file individually to perform the same action. Second, it reduces the risk of missed modifications, as rules can be applied uniformly across multiple files after being set. Third, it facilitates standardized operations, particularly suitable for establishing fixed data organization processes within teams.
Compared to manual processing, HeSoft Doc Batch Tool is positioned more towards batch processing of office files. It organizes operations through task flows, allowing users to import files first, then configure rules, and finally execute the process. For users frequently performing batch file conversions, batch organization, or batch replacement, this approach fits the work rhythm better than editing individual files.
Pre-Processing Preview: Content to be Replaced Distributed Across Excel Cells
The pre-processing Excel screenshot is shown below. The table contains numerous instances of "Mandatory" in column A and multiple "46060" in column D. The red boxes and arrows in the image highlight the content needing attention—these are the targets for the subsequent batch find and replace.
In this example, there are two types of content to replace: one is English words, and the other is numerical codes. Both are located within worksheet cells, not in file names, worksheet names, or image shapes. Therefore, when setting the processing scope, the focus should be on selecting cell text.
If your actual spreadsheet is more complex—for example, containing multiple worksheets in the same workbook, or target content distributed across different columns—you can still use this method. The key is first to clarify whether the target content is matchable text and whether the same replacement rules should be applied to all imported files.
Post-Processing Result: Specified Keywords Replaced with New Content
The post-processing Excel screenshot is shown below. "Mandatory" in column A has been replaced with "Voluntary", and the original "46060" in column D has been replaced with "888888". The results show that multiple sets of replacement rules can take effect simultaneously, without needing to process them in two separate batches.
This kind of result is particularly suitable for spreadsheets requiring uniform submission or archiving. For example, when all files need to adopt a new status name or a new numbering system, using batch replacement ensures consistent field expression in the output files, reducing the need for subsequent manual checks and rework.
Step 1: Open the Excel Tools Category
First, launch HeSoft Doc Batch Tool . In the left navigation bar, click "Excel Tools"; the right side will display batch processing functions related to Excel. Locate "Find and Replace Keywords in Excel". The description below this function card indicates it is for batch finding and replacing keywords in Excel file content.
Click this function to enter the task page. For new users, it can be understood as a wizard-style process: the software will guide you step-by-step through file selection, processing option setup, save location configuration, and starting the process. Compared to operating directly in Excel, this workflow is more suitable for multi-file batch tasks.
Step 2: Select the xlsx Files for Batch Content Replacement
After entering the function, the first step is "Select the records to process". In the upper right corner of the page, there are buttons like "Add Files", "Import Files from Folder", "Clear", and "More". In the example, three xlsx files have been added; the list shows product_list.xlsx, team-participant-list.xlsx, test.xlsx, along with their paths and extensions.
If you only need to process a few files, you can click "Add Files"; if the files are gathered in one folder, you can use "Import Files from Folder". After importing, check the record count; the bottom of the screenshot shows a record count of 3. Confirm the files are correct before clicking "Next".
A practical suggestion here: Before batch replacement, it's best to gather the target Excel files into a dedicated folder and create a backup of the original files. This makes importing more convenient and prevents unrelated workbooks from being selected for the task.
Step 3: Configure Excel Options and Define Replacement Scope
The second step involves entering "Set processing options". Under "Set Excel Options", the first thing you see is "Processing Scope". In the screenshot, "Cell Text" is checked, which aligns with this task's requirement because the specific content to be replaced is within cells.
The choice of processing scope directly affects the objects targeted for replacement. If you only want to replace data within the table, select cell text; including unnecessary scopes in the process could introduce unwanted risks. In the screenshot, "Worksheet Sheet Names" and "Text in Shapes on Worksheets" are unchecked, so this example focuses specifically on worksheet cell content.
Scrolling further down, you'll see settings like "Cell Formula Types to Process", "Handling Method for Cells Containing Formulas", and "Cell Data Types to Process". In the example, "Unlimited" is chosen, the formula handling method is set to "Value after formula calculation", and the data type "Text" is checked. These settings help the software determine which cells should participate in the find-and-replace operation.
If your Excel contains a mix of formulas, dates, numbers, and text data, it is recommended to test first using a copied sample file. This is especially important for ID-like content, which might be recognized by Excel as either numbers or text. Failures to find matches are often related to data type issues.
Step 4: Set Exact Text Search and the Replacement List
Under "Set Keyword Options", the screenshot shows "Exact Text Search" selected. This means the replacement will only occur when the cell text matches the search term exactly. Since this example requires replacing the complete word "Mandatory" with "Voluntary" and the complete "46060" with "888888", using exact search is appropriate.
Below, there are two lists: the left list is "Keyword List to Find", and the right list is "Keyword List to Replace With". The example fills in two rows: row 1 finds "Mandatory" and replaces it with "Voluntary"; row 2 finds "46060" and replaces it with "888888". After completing this, click "Next".
The most critical aspect when filling out the replacement list is maintaining correct correspondence. Do not write replacement keywords on the wrong row, and avoid accidentally typing extra spaces before or after them. For English case sensitivity, numeric codes, and codes with symbols, it's recommended to copy and paste directly from the original Excel data into the list to improve matching accuracy.
Step 5: Set Output Location and Start Batch Processing
The process flow at the top of the page shows subsequent steps: "Set Save Location" and "Start Processing." When setting the save location, it's advisable to output the processed files to a new directory for easy differentiation from the original files. Another benefit is that if the processing results do not meet expectations, you can revert to the original files and reset the rules without causing irreversible modifications.
Once "Start Processing" begins, the software executes the batch replacement based on the imported file list and the configured keyword relationships. After processing, open the output files for verification. First, check typical fields similar to those in the screenshots, such as the status values in column A and the ID values in column D; then check other worksheets and other files to ensure the replacement has been completed.
Frequently Asked Questions and Notes
1. Should I close any open Excel files before processing? It is recommended to close them. If a file is currently in use by Excel, it may prevent the batch processing software from reading or saving it correctly. To minimize anomalies, close the target workbooks before processing.
2. Why was "Cell Text" chosen in the example? Because the items to replace, "Mandatory" and "46060", both appear within worksheet cells. The more precise the processing scope, the more controllable the replacement outcome.
3. Can I set multiple groups of replacement terms at once? As seen in the screenshot, the keyword list is filled out by rows, making it suitable for establishing multiple find-and-replace relationships. In practice, ensure each row's left and right entries correspond correctly and do not forget to fill in the replacement content.
4. What should I be aware of when replacing numerical codes? Codes in Excel might be stored as text or as numbers. If the term cannot be found, check the cell format or data type settings. Pay extra attention to codes with leading zeros to prevent automatic conversion.
5. How do I verify the results after batch processing? Do not just check a single cell. Verify by spot-checking files, spot-checking worksheets, conducting keyword searches, and checking if the number of output files matches the number of input files.
6. Is this suitable for processing critical business data? It is suitable, provided you back up first. Batch processing tools can improve efficiency, but errors in rules will also be amplified in batch. Backup and sample testing are essential steps.
Summary: Enhancing Excel Data Maintenance Efficiency with Batch Find and Replace
Batch replacing specified content in xlsx files is essentially about delegating repetitive Excel editing tasks to office batch processing software. With HeSoft Doc Batch Tool , you can import multiple Excel files at once, set the scope to cell text, choose exact text search, and fill in multiple replacement relationships to quickly complete keyword replacement.
If you frequently need to maintain a large number of Excel reports, rosters, lists, or ledgers, it's advisable to formalize these operations into a standard process: first back up the files, then import them into the task list, set the replacement rules, output to a new directory, and finally spot-check the results. This can both reduce repetitive labor and improve the accuracy and efficiency of batch file processing.