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How to find and replace multiple words at the same time in a Word document?

Author Siluvia Last modified

Finding and replacing words in a Word document is a common task, especially when you need to make consistent changes throughout a lengthy document. However, if you need to find and replace multiple words simultaneously, doing it one by one can be time-consuming. Fortunately, there are efficient ways to accomplish this task.

In this tutorial, we will show you how to find and replace multiple words at the same time in a Word document using two methods:

Find and replace multiple words at the same time in Word with VBA
Easily find and replace multiple words at the same time in Word with an amazing feature

Find and replace multiple words at the same time in Word with VBA

You can use VBA code to find and replace multiple words at once in a Word document. Follow the steps below:

  1. Open the Word document where you want to find and replace multiple words, then press Alt + F11 to open the Microsoft Visual Basic for Applications window.
  2. In the Microsoft Visual Basic for Applications window, click Insert > Module. Then copy the following VBA code into the Module window: 
    Sub FindAndReplaceMultiItems()
'Update by ExtendOffice 2018/10/25
    Dim xFind As String
    Dim xReplace As String
    Dim xFindArr, xReplaceArr
    Dim I As Long
    Application.ScreenUpdating = False
    xFind = InputBox("Enter items to be found here, separated by comma: ", "Kutools for Word")
    xReplace = InputBox("Enter new items here, separated by comma: ", "Kutools for Word")
    xFindArr = Split(xFind, ",")
    xReplaceArr = Split(xReplace, ",")
    If UBound(xFindArr) <> UBound(xReplaceArr) Then
        MsgBox "Find and replace characters must be equal.", vbInformation, "Kutools for Word"
        Exit Sub
    End If
    For I = 0 To UBound(xFindArr)
        Selection.HomeKey Unit:=wdStory
        With Selection.Find
            .ClearFormatting
            .Replacement.ClearFormatting
            .Text = xFindArr(I)
            .Replacement.Text = xReplaceArr(I)
            .Format = False
            .MatchWholeWord = False
        End With
        Selection.Find.Execute Replace:=wdReplaceAll
    Next
    Application.ScreenUpdating = True
End Sub
  3. Press F5 to run the code.
  4. In the first Kutools for Word dialog box, enter the multiple words you want to find and replace, separated by commas, then click OK.

    Enter entries to be replaced in this dialog

  5. In the second Kutools for Word dialog box, enter the replacement words, also separated by commas, then click OK.

    Enter new entries to use in this dialog

Note: In this example, “KTE” is replaced with “New”, and “KTO” and “KTW” are replaced with “Test” and “Finish”. Modify these according to your needs.

Easily Find and Replace Multiple Words at the Same Time in Word with an Amazing Feature

The Batch Find and Replace feature of Kutools for Word is a powerful tool that simplifies the process of finding and replacing multiple texts simultaneously in one document or across multiple documents. Unlike the standard Word functionality, this feature allows you to batch process replacements with greater efficiency, saving you significant time and effort.

Kutools for Word, equipped with AI 🤖, offers over 100 handy features to simplify your tasks.

Follow these steps to perform batch find and replace:

  1. Launch Microsoft Word, then click Kutools > Batch Replacement.

    Batch Replacement option on the Kutools tab on the ribbon

  2. In the Batch Find and Replace window, configure the settings as follows:
    1. Click the Add Row button to insert find-and-replace fields. For example, if you need to replace three different texts, create three rows.
    2. In each row, enter the text to be replaced in the Find column and the new text in the Replace column.
      Tip: You can also specify search type, find scope, highlight color, and format for each find-and-replace rule, as indicated by the orange highlights in the screenshot below.
    3. Click the Add button button and select Add File or Add Folder to add one or more documents where you want to perform the find and replace operation.
    4. Click the Replace button to execute the operation.

      Batch Find and Replace window

Once complete, the specified words will be replaced across the selected documents simultaneously.

Kutools for Word is the ultimate Word add-in that streamlines your work and boosts your document processing skills. Get It Now!

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