Replace Text in Word - Search & Replace for Zapier

PDF4me Replace Text action enables finding and replacing text in Word documents within Zapier workflows with advanced formatting options and comprehensive text styling capabilities. This powerful text replacement service supports multiple replacement phrases processed sequentially, case-sensitive and whole-word matching options, regular expression pattern matching with complex substitutions, and detailed formatting control over font properties (name, size, color, background), text effects (bold, italic, underline, strikethrough), and positioning (subscript, superscript)—perfect for document automation, template processing, content updates, rebranding, and data standardization workflows across cloud storage platforms and business applications.

Authenticating Your API Request

To access the PDF4me Web API through Zapier, every request must include proper authentication credentials. Authentication ensures secure communication and validates your identity as an authorized user, enabling seamless integration between your Zapier workflows and PDF4me's powerful Word text replacement services.

Get your API Key

Key Features

• Multiple Text Replacements: Perform multiple find and replace operations in single module
• Advanced Search Options: Case-sensitive, whole word matching, and regular expressions
• Comprehensive Formatting: Full control over font, size, color, and text effects
• Pattern Matching: Support for regular expressions with complex text patterns
• Text Styling: Bold, italic, underline, strikethrough, subscript, superscript
• Color Control: Text color and background color with multiple color formats
• Sequential Processing: Multiple replacements processed in specified order

Parameters

Complete list of parameters for the Replace action. Configure these parameters to control text replacement behavior.

Important: Parameters marked with an asterisk (***) are required. The Text Replacements array must contain at least one replacement phrase with Search Text.

Parameter	Type	Description	Example
File Name***	String	Word Document Name • Filename with .docx or .doc extension • Used for processing and output identification • Supports dynamic naming from Zap variables	document.docx
Document***	File	Word File Content • Map from previous step (Drive/Dropbox/HTTP) • Binary Word document for text replacement • Must be valid Word format (.docx, .doc)	[File]
Text Replacements***	Array	Array of Replacement Operations • Each object contains: • Search Text* (String) - Text to find (required, case-sensitive by default) • Replacement Text (String) - Replacement (empty = delete text) • Match Case (Boolean) - Case-sensitive matching (default: false) • Match Whole Word (Boolean) - Whole word only (default: false) • Use Regular Expressions (Boolean) - Regex support (default: false) • Font Name (String) - Font family for replacement • Font Color (String) - Text color (named, hex, RGB) • Font Size (Number) - Font size in points • Background Color (String) - Highlight color • Bold (Boolean) - Bold formatting • Italic (Boolean) - Italic formatting • Underline (Boolean) - Underline formatting • Processed sequentially in array order	[{"SearchText":"old","ReplacementText":"new","Bold":true}]

Output

The PDF4me Replace Text action returns comprehensive output data for seamless Zapier workflow integration:

Table

Table View

Parameter	Type	Description
File	URL	Direct URL to access the Word with replaced text
File Name	String	The filename without extension
Full File Name	String	Complete filename with .docx extension
File Extension	String	File extension (.docx)

JSON

JSON Response Format

{
  "File": "https://...",
  "File Name": "document",
  "Full File Name": "document.docx",
  "File Extension": ".docx"
}

Zap Integration

Zapier Workflow Usage

• Data Standardization: Fix common data entry errors
• Content Updates: Update product names and terminology
• Error Correction: Fix typos and misspellings
• Rebranding: Replace company names with brand formatting

Scenario Examples

The PDF4me Replace Text action in Zapier provides comprehensive scenario templates:

Corporate Rebranding

Automated Company Name Replacement with Formatting

Complete Scenario Steps:

1. Trigger: Document selected for rebranding
2. Get Document: Retrieve with old company name
3. Build Replacements Array: SearchText = "OldCorp Inc.", ReplacementText = "NewCorp LLC"
4. Set Match Case: MatchCase = true for exact matching
5. Apply Brand Color: FontColor = "#003366", Bold = true
6. Process Document: Replace all instances with formatting
7. Upload Rebranded: Save to rebranded folder
8. Email Marketing: Send completion notification
9. Archive Original: Store pre-rebrand version
10. Log Rebranding: Record event

Business Benefits:

• Rebrands 300+ documents automatically
• Brand color and bold applied consistently
• Case-sensitive prevents false matches
• Saves 50+ hours in manual rebranding

Create Zap

Bulk Error Correction

Automated Typo Correction Workflow

Complete Scenario Steps:

1. Trigger: Weekly quality check
2. Build Error Array: Multiple common typos
3. Set Case Insensitive: MatchCase = false
4. Set Whole Word: MatchWholeWord = true
5. Process Corrections: Replace all errors
6. Upload Corrected: Save to clean folder
7. Email Quality Team: Send report
8. Archive Original: Store uncorrected
9. Log Corrections: Record fixes made
10. Update Quality Metrics: Track error rates

Business Benefits:

• Corrects 1000+ errors monthly
• Whole word matching prevents overcorrection
• Multiple corrections in one pass
• Automated quality improvement

Create Zap

Regex Pattern Replacement

Automated Phone Number Normalization

Complete Scenario Steps:

1. Trigger: Customer data document uploaded
2. Build Regex Pattern: SearchText = regex for phone patterns
3. Set Regex: UseRegularExpressions = true
4. Set Replacement: Format with capture groups
5. Process Normalization: Replace all phone formats
6. Upload Normalized: Save standardized document
7. Email Data Team: Send completion notice
8. Archive Original: Store pre-normalization
9. Log Normalization: Record changes
10. Update Quality Log: Track normalization stats

Business Benefits:

• Normalizes 500+ phone numbers monthly
• Regex handles multiple input formats
• Consistent output format
• Automated data standardization

Create Zap

Industry Use Cases & Applications

Corporate Rebranding

• Company Name Updates: Replace old company names with new names applying brand color formatting
• Product Rebranding: Update product line names throughout documentation with bold styling
• Department Reorganization: Replace old department names with new structure
• Brand Guideline Application: Replace text with brand-compliant formatting (color, font, size)
• Trademark Updates: Add ® or ™ symbols to product names using regex replacement

Data Quality

• Typo Correction: Fix common misspellings (recieve → receive) with case-insensitive matching
• Standardization: Replace various representations (lbs, pounds, lb) with standard "lbs"
• Phone Normalization: Use regex to standardize phone formats to (555) 123-4567
• Address Standardization: Replace state names with abbreviations (California → CA)
• Date Format Updates: Normalize date formats using regex patterns

Legal

• Party Name Updates: Replace placeholder party names in contract templates
• Case Citation Corrections: Fix citation errors and update legal references
• Defined Term Replacement: Update defined terms throughout contracts with italic formatting
• Jurisdiction Updates: Replace jurisdictional references in template documents
• Clause Updates: Replace outdated clause language with current approved text

Template Maintenance

• Year Updates: Replace hardcoded years (2023 → 2024) in annual templates
• Contact Updates: Update contact information across template libraries
• URL Updates: Replace old URLs with new domains in documentation
• Version Updates: Replace version strings in document headers and footers
• Placeholder Population: Replace {{NAME}}, {{DATE}} placeholders with dynamic values

Get Help

Zapier IntegrationGet your API KeyZapier Documentation