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How to search and replace across multiple files in word?

If you have several dozen word files which contain the same content (such as Header, footer, some special words or number), and you need to replace the same content across those documents in Word. How would it be easier for you to get it done quickly? Certainly, you can open those files one by one to replace the same content, but it will be time-consuming and troublesome. This tutorial will show you a tricky way to replace same content within multiple documents in Word at once.

Find and replace texts across multiple word documents at the same time with VBA code


Combine/merge multiple documents into one easily:

The Merge Documents utility of Kutools for Word can help you to combine multiple documents into one quickly. You just need to:

  • Select the documents you will combine into one;
  • Specify the break between each combined document;
  • Start merging. See screenshot:

Kutools for Word: with more than 100 handy Word add-ins, free to try with no limitation in 30 days. Download and free trial Now!

Kutools for Word: Add 100 New Advanced Features to Word 2003 / 2007 / 2010 / 2013 / 2016 / 2019.
Office Tab: Enable Tabbed Editing and Browsing in Office, Just Like Chrome, Firefox, IE 8/9/10.
Classic Menu for Office: Bring Old Look of Office 2003 Back to Office 2007, 2010, 2013, 2016 and 2019.

Find and replace texts across multiple word documents at the same time with VBA code

1. Press Alt + F11 to open the Microsoft Visual Basic for Applications window.

2. In the Microsoft Visual Basic for Applications window, click InsertModule, then copy  the following VBA code into the Module window.

VBA Code: Searching and replacing same content across multiple documents at one time

Sub CommandButton1_Click()
'Updated by Extendoffice 20180625
Dim xFileDialog As FileDialog, GetStr(1 To 100) As String '100 files is the maximum applying this code
Dim xFindStr As String
Dim xReplaceStr As String
Dim xDoc As Document
On Error Resume Next
Set xFileDialog = Application.FileDialog(msoFileDialogFilePicker)
With xFileDialog
    .Filters.Clear
    .Filters.Add "All WORD File ", "*.docx", 1
    .AllowMultiSelect = True
    i = 1
    If .Show = -1 Then
        For Each stiSelectedItem In .SelectedItems
            GetStr(i) = stiSelectedItem
            i = i + 1
        Next
        i = i - 1
    End If
    Application.ScreenUpdating = False
    xFindStr = InputBox("Find what:", "Kutools for Word", xFindStr)
    xReplaceStr = InputBox("Replace with:", "Kutools for Word", xReplaceStr)
    For j = 1 To i Step 1
        Set xDoc = Documents.Open(FileName:=GetStr(j), Visible:=True)
        Windows(GetStr(j)).Activate
        Selection.Find.ClearFormatting
        Selection.Find.Replacement.ClearFormatting
        With Selection.Find
            .Text = xFindStr  'Find What
            .Replacement.Text = xReplaceStr  'Replace With
            .Forward = True
            .Wrap = wdFindAsk
            .Format = False
            .MatchCase = False
            .MatchWholeWord = False
            .MatchByte = True
            .MatchWildcards = False
            .MatchSoundsLike = False
            .MatchAllWordForms = False
        End With
        Selection.Find.Execute Replace:=wdReplaceAll
        Application.Run macroname:="NEWMACROS"
        ActiveDocument.Save
        ActiveWindow.Close
    Next
    Application.ScreenUpdating = True
End With
MsgBox "Operation end, please view", vbInformation
End Sub

3. Press the F5 key to run the code.

4. In the opening Browse window, please find and select the documents you will find and replace text inside, and then click the OK button. See screenshot:

5. In the first Kutools for Word dialog box, enter the text you will find across documents into the Find what box, and then click the OK button.

6. In the second Kutools for Word dialog box, enter the text you will replace with, and click the OK button.

8. Click the OK button in the next Microsoft Word dialog box to finish the find and replace.

In this case, all words "Word" in selected documents are replaced with "Excel" at the same time.


Office Tab - Tabbed Browsing, Editing, and Managing of multiple Documents in Word:

Office Tab brings the tabbed interface as seen in web browsers such as Google Chrome, Internet Explorer new versions and Firefox to Microsoft Word. It will be a time-saving tool and irreplaceble in your work. See below demo:

Click for free trial of Office Tab!




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  • To post as a guest, your comment is unpublished.
    martinadam · 6 days ago
    Thanks for sharing this information with us.
    Word search and replace tool
  • To post as a guest, your comment is unpublished.
    ankit saini · 1 months ago
    This is really good
  • To post as a guest, your comment is unpublished.
    nathalie · 2 months ago
    Works perfectly but is there a similar macro to change text in the header! because this does not work with this version!
    thanks
  • To post as a guest, your comment is unpublished.
    blds · 9 months ago
    Doesn't work for me on footers. e.g find FFSOSxxxx and replace with GGSOSxxxx, i can see this code is great for others pls help. :(
  • To post as a guest, your comment is unpublished.
    Kath · 10 months ago
    Hi there, is there a code for replacing with text that is multiple sentences, with bullet points and quotation marks in MS word using this code - which is fantastic !