Word.Tips.Net WordTips (Menu Interface)

Changing Information in Multiple Documents

As you use Word, day in and day out, you tend to accumulate lots and lots of documents. If these documents are used for a standard purpose, it is not unusual for the documents to contain some of the same information.

For instance, you may have documents that contain stories that you submit to different newspapers and magazines. While the individual stories may be different, each document may contain your name and contact information. If your contact information changes, or if you decide to use a different spelling for your name, you may long for a way to do a universal change to all the documents at once.

Unfortunately, Word does not include this type of capability. Your options are either to rely on a third-party solution or write your own macro to do the changes. There are a number of third-party programs that offer the type of search-and-replace function necessary when working with multiple documents. The following are just a few of the ones suggested by WordTips subscribers:

Word developer Malcom Smith has also created a macro that will perform search and replaces across directories. If you want to see it, you can visit http://www.dragondrop.com. Just click the Find and Replace for Word link, at the right side of the page.

If you don't mind using your own macros, the following shows the techniques inherent in stepping through the documents in a particular folder.

Public Sub MassReplace()
    With Application.FileSearch
        .LookIn = "C:\"             ' where to search
        .SearchSubFolders = True    ' search the subfolders
        .FileName = "*.doc"         ' file pattern to match

        ' if more than one match, execute the following code
        If .Execute() > 0 Then
            ' for each file you find, run this loop
            For i = 1 To .FoundFiles.Count
                ' open the file based on its index position
                Documents.Open FileName:=.FoundFiles(i)

                ' search and replace the address
                With selection.Find
                    .Text = "OldAddress"
                    .MatchCase = True
                    .Replacement.Text = "NewAddress"
                End With
                selection.Find.Execute Replace:=wdReplaceAll

                ' replace e-mail address
                With selection.Find
                    .Text = "Oldemail"
                    .Replacement.Text = "Newemail"
                End With
                selection.Find.Execute Replace:=wdReplaceAll

                ' save and close the current document
                ActiveDocument.Close wdSaveChanges
            Next i
            ' if the system cannot find any files
            ' with the .doc extension
            MsgBox "No files found."
        End If
    End With
End Sub

This macro is quite powerful, and it allows you to not just change a street address, but also your e-mail address. All you need to do is make changes to specify which directory and drive to use in your search, as well as what the old and new information is. Change the .Lookin parameter early in the macro to indicate where the macro should search; make sure you use a full path. Then, within the main body of the macro, update the .Text and .Replacement.Text parameters to reflect what you are searching for and replacing with.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (3783) applies to Microsoft Word 97, 2000, 2002, and 2003.

Related Tips:

Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!


Leave your own comment:

  Notify me about new comments ONLY FOR THIS TIP
Notify me about new comments ANYWHERE ON THIS SITE
Hide my email address
*What is 5+3 (To prevent automated submissions and spam.)
           Commenting Terms

Comments for this tip:

Joe    10 Oct 2016, 10:52
You can also use a 3rd party tool to do this sort of thing very easily. Try something like www.officefindreplace.com for a quick fix to all of your documents.
Steve    27 Sep 2016, 22:12
Thanks for the great tip, it was exactly what I was looking for!


Our Company

Sharon Parq Associates, Inc.

About Tips.Net

Contact Us


Advertise with Us

Our Privacy Policy

Our Sites


Beauty and Style




DriveTips (Google Drive)

ExcelTips (Excel 97–2003)

ExcelTips (Excel 2007–2016)



Home Improvement

Money and Finances


Pests and Bugs

Pets and Animals

WindowsTips (Microsoft Windows)

WordTips (Word 97–2003)

WordTips (Word 2007–2016)

Our Products

Helpful E-books

Newsletter Archives


Excel Products

Word Products

Our Authors

Author Index

Write for Tips.Net

Copyright © 2016 Sharon Parq Associates, Inc.