Batch Document Replace guide

Prepare rules, review matches and export Word copies with existing formatting.

Features
Apply one rule set to multiple Word documents and review the results before exporting.

Batch processing

Supports standard DOCX: up to 20 files per batch, 10 MB per file, and 20 MB total.

Import replacement rules

Edit manually or import the first XLSX worksheet or a UTF-8 CSV, with up to 200 rules.

Preview replacements

Review match counts, before-and-after snippets, and unmatched rules. Optionally mark replacements with red underline.

Copies and reports

Download a ZIP containing updated documents and a summary report. Original files are not overwritten.

Workflow
Start with the sample to try the preview and export workflow.
  1. 1

    Add documents

    Upload standard DOCX files. The same replacement rules apply to every document.

  2. 2

    Set replacements

    Add search and replacement text, or download the CSV template and import your rules. The first row is a header; the first column is search text and the second is replacement text. Imports append rules. Rule files must be under 2 MB, with search text up to 500 characters and replacement text up to 2,000 characters. Numbers remain numeric and Excel dates are converted to YYYY年MM月DD日.

  3. 3

    Review changes

    Choose body text, tables, headers, and footers, then preview and check the matches. Up to the first 30 matches are shown per document. Preview again after changing files, rules, or settings.

  4. 4

    Export copies

    After reviewing the preview, export a ZIP containing successful document copies and replacement-report.json. Use Download again to retrieve the same result after export.

Usage tips

Try the example

  • Loading the sample documents and rules replaces your current files and rules. Finish or save your work first.

Check replacement rules

  • Matching is exact and case-sensitive. Search text cannot be empty or duplicated; an empty replacement deletes the matched text.
  • Longer overlapping terms take priority. New replacement text is not matched again.

Formatting and supported content

  • Supports nested tables and text across formatting boundaries, but not across paragraphs, line breaks, or tabs. Footnotes, endnotes, and comments are not processed.
  • Replacement text inherits the formatting at the start of the match and can be marked with red underline. Document structure, images, and unmatched content are preserved; longer text may change pagination.
  • Accept or reject tracked changes first. Save encrypted, macro-enabled, digitally signed, or strict OOXML documents as standard DOCX.
Frequently asked questions

Can I try it for free, and how is usage charged?

Sign in to try the tool with the Hobby allowance, shared with other metered tools. Subscribe to Pro / Max for more usage. Previews and rule imports are free. Each successful batch export uses 1 usage. No matches, failed processing, and downloading the same export again do not use additional usage.

Are my documents and replacement text stored?

Files and rules are used only for the current request. Document and replacement content are not stored; usage records contain counts only.

What if some files fail?

Failed files are skipped and the ZIP retains successfully processed copies. Check the file format using the page feedback, then upload and preview the corrected files again.

Start replacing document text

Try the sample first, then upload your own documents.

Open Batch Document Replace