Quickly batch find and replace multiple strings in multiple Word or txt/html files
Kutools for Word
In Word, with the built-in Find and Replace function, it’s quite easy to find and replace one string at a time in the current editing document. However, sometimes, you may want to search and replace multiple strings in multiple Word documents or txt/html files at once. Here, the Batch Find and Replace tool of Kutools for Word will do you a favor.
Advantages of Kutools for Word's Batch Find and Replace Feature
Steps of Using Batch Replacement Feature
- Batch add findings and replacements
- Find and replace strings with specific formats
- Find and replace special characters
- Save, use, export, and import scenarios
Advantages of Kutools for Word’s Batch Find and Replace Feature
Kutools for Word’s Batch Replacement tool is a powerful and efficient solution for managing text and formatting in Word documents. Here are its key advantages:
Batch Processing
- Efficiency: Perform find-and-replace operations on multiple documents simultaneously, saving time and effort.
- Consistency: Ensure uniform changes across all documents in a batch.
- Batch Add: Add multiple find-and-replace pairs at once, separated by line breaks.
Advanced Search and Replace Options
- Special Characters: Find and replace special characters like line breaks, section breaks, tabs, and more.
- Formatting: Replace text with specific formatting (e.g., bold, italic, font size, color).
- Wildcards: Use wildcards for flexible and precise search patterns.
Customizable Search Types
- Match Case: Perform case-sensitive searches for accurate results.
- Whole Word Only: Replace only whole words, avoiding partial matches.
- Find in: Specify where to search (e.g., main text, headers, footers, comments).
Exportable Reports
- Detailed Reports: Generate and export reports summarizing all findings and replacements before applying changes.
- Transparency: Review and verify changes before committing to them.
Compatibility and Flexibility
- Multiple File Types: Work with various file formats, including DOC, DOCX, TXT, HTM, and HTML.
- Customizable Settings: Tailor search and replace settings to meet specific needs.
Steps of Using Batch Replacement Feature
Step 1. Enable Batch Replacement feature
Click Kutools tab, select Batch Replacement, the Batch Find and Replace dialog will pop out.
At default, the current document is listed in the Files to find list.
Step 2. Add files (doc, html, txt) for batch finding and replacement
Go to the right section of the Batch Find and Replace window:
Choose the desired file type from the dropdown list which you want to use to find and replace text: doc or txt, htm, html.
Click the Plus button
to add files or add files from a folder.
Then the files are listed in the Files to find box.
Click the Remove button
to remove selected file.
to add files or add files from a folder.
to remove selected file.
Step 3. Add what to find and replace with
Click the Add Row button to create a search criterion.
Click on the textbox under Find field to enter the text string you want to find, and go to the textbox under Replace with field to enter the text string you want to replace with.
Optional
Specify the search option under Search field, such as search with case sensitive, search with full word matching.
Choose where you want to find the text in under the Find in field.
Decide if to highlight the findings.
Step 4. Find and Replace
If you just want to find the text strings, click the Find button.
If you want to find the text strings and then replace them with new ones, click the Replace button.
Once the operation is complete, the Result tab will show the findings or replacements.
Optional
If you wish to generate a report detailing the findings and replacements before clicking the Replace and Find button, check the Export Report checkbox
. When you close the Batch Find and Replace window, a dialog will appear, prompting you to navigate to the folder where the report is saved.
IThe report displayed like this:
. When you close the Batch Find and Replace window, a dialog will appear, prompting you to navigate to the folder where the report is saved.
Advantages of Kutools for Word’s Batch Find and Replace Feature
Batch add findings and replacements
: Click the Batch Add button. In the dialog that appears, enter the text to find and its corresponding replacement, separating each pair with a line break in the Find and Replace with textbox. Specify the Search Type, Find in, Highlight, and other options as needed, then click Ok to add them.
Find and replace strings with specific formats
If you need to find and replace multiple strings with specific formatting—for example, locating the word "excel" in bold and replacing it with italic formatting—you can customize the search and replace settings accordingly.
After adding files, enter "excel" into the Find textbox, and then click the textbox under Find Format field, select Font from the dropdown list.
Select Bold in the Font Style list in the Find Font dialog, click Ok.
Click the textbox under Replace Format field, select Clear Formatting from the dropdown list.
Click Replace to view the result.
Find and replace special characters
If you need to find or replace special characters—for example, locating manual line breaks and replacing them with section breaks—follow these steps:
After adding files, click the textbox under the Find field, then select Special, and choose Manual Line Break from the menu.
Next, go to the textbox under the Replace with field, click Special, and select Section Break from the menu.
Then click Find or Replace as you need.
Save, use, export, and import scenarios
: Click the Save button to save the current findings and replacement scenario for next use.
Note: Every time you close the Batch Find and Replacement, a dialog will pop out to ask you if to save the scenario.
: Click the Save As button to save the current scenario as a new scenario.
: Click the Open button to select one scenario to open.
: Click the Close button to close the current scenario.
: Click the Manage button to open the Manage Scenario dialog.
In the Manage Scenario window, you can rename or delete the selected scenario.
Click the Export or Import button to export all scenarios and then import them to any documents in another computer you want.
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