To quickly identify file contents, we often need to extract text from Word documents to use as file names. Manually copying text and pasting it into file names is not only inefficient but also error-prone. Below, we'll teach you a method to precisely match specified text in a document, extract it, and rename the file. Hundreds of files can be processed at once, fully automated, easily solving your troubles!
Use Cases for Batch Extracting Text Content to Rename Files
1. Company contracts, agreements, and other files often lack a unified naming convention. Some use client names as file names, while others use contract dates, making them appear very disorganized. For unified archiving, it is necessary to extract information such as contract numbers or client names from all contracts to use as file names.
2. When batch organizing freight orders or logistics documents, it is necessary to match order numbers, waybill numbers, or recipient names within the content to use as file names, ensuring the uniqueness of file names and facilitating quick file location and retrieval later.
3. A company has a large number of internal documents that need to be organized and archived. These documents have no naming rules; some use project names, others use employee names. To quickly identify these files, it is necessary to uniformly extract document numbers to use as file names.
Preview of Automatically Extracting Order Numbers as Word File Names
Before processing:
After processing:
Steps to Batch Extract File Content for Automatic File Renaming
1. Open HeSoft Doc Batch Tool , select File Name → Rename Word Files Using File Content.
2. Click Add Files or import files from a folder to add all Word documents that need to be renamed; you can also drag and drop them directly. Supports multiple file formats such as doc, docx, docm, dotx, dotm.
3. Select the text matched by the custom formula, and fill in the formula expression in the text box. In the sample files, we need to extract the order number as the file name, so fill in the formula OD\d{6}-\d{4} here. Choose any position you like.
4. After processing is complete, click Save Location to view. All Word files have been renamed. Isn't it very simple?
Notes on Using Formulas to Batch Extract File Content
1. If multiple similar formats appear in the file, incorrect fields may be matched, leading to disorganized file naming. It is recommended to test several times before operation to ensure your formula expression matches unique content.
2. File names cannot contain special symbols such as / \ : * ? " < > |. Before renaming files, these special symbols need to be replaced or filtered out to avoid errors.
3. Please use regular expressions with understanding to avoid generating file names that are far from what you expect.