Have you ever encountered these situations? When sorting out the reimbursement vouchers at the end of the month, dozens of scanned invoices are mixed together. After the project is over, hundreds of documents need to be archived and saved. When photos are backed up, thousands of pictures are randomly piled up in the same folder. At these times, if you can classify by file name letters, your work efficiency can be improved a lot.
Why do you need to put files by initials?
you must be familiar with these scenes:
1. Project document management: A project produces hundreds of documents, including contracts, plans, meeting minutes, etc., all of which begin with the project number.
2. Collation of customer data: Each customer has an independent folder, but the customer names are in Chinese and English, and the sorting is confusing.
3. Photo library management: Travel photos are named by date, but there is no way to start when you want to classify them by location.
4. Arrangement of music files: The file name format of downloaded songs is not uniform, which is time-consuming and laborious according to singer or album classification.
5, document filing: annual reports, financial statements, etc. need to be double classified by year and type.
Manually organizing these files is not only time-consuming and labor-intensive, but also error-prone. It may have taken an afternoon to sort out the documents, but the next day it was found that there was something wrong with the classification logic and had to start over. This is why we need intelligent batch file sorting tools.
Sort files by first letter effect preview
before treatment:
after treatment:
method one: use HeSoft Doc Batch Tool to alphabetically sort
by file namerecommended Index:β β β β β
Advantages:
1. Intelligent initials recognition: not only English, but also the initials of Chinese file names and digital file names can be accurately recognized to meet the needs of various users.
2. Flexible rule setting: not only according to the first character, but also according to the first English letter or Chinese character, according to the last few characters, according to the characters within the custom position range for classification, to meet various needs.
3. Case processing of letters: You can choose to convert to uniform uppercase or lowercase to avoid classification confusion caused by inconsistent case.
4. Real file movement: not just sorting on the view, but creating folders and moving files to the corresponding location.
5, batch processing capacity: one-time processing of thousands of files, fast and efficient.
Disadvantages:
γ HeSoft Doc Batch Tool ] needs to be downloaded locally to use.
Operation steps:
1. Download and open γ HeSoft Doc Batch Tool ], select [File Arrangement] on the left, and then select [Classify Files by File Name] on the right].
2. Click [Add File] in the upper left corner, or drag the file to be classified to the specified location with one click to complete the file upload.
3. Click Next. What we are going to demonstrate today is classification according to the first letter, so here we choose [classification according to the first English letter]].
4. Click [Next], and the tool will start to classify the files according to the first letter in batches, and will give a prompt in time after completion.
Method 2: Use Total Commander to classify files
recommended Index:β β β β β
advantages: double window design, batch operation function is powerful. Support plug-in extensions, many old users like to use.
Cons: Old interface, steep learning curve. The automatic classification function requires writing scripts or using complex plug-ins, which is not friendly to beginners.
Operation steps:
1. Install and configure the Total Commander.
2. Select the file to be classified.
3. Use the batch rename tool to modify the file name.
4. Create classification logic through scripts or plug-ins.
5. Move the file to the corresponding folder.
Method 3: Use Windows Explorer to first-letter file classification
recommended Index:β β β β β
advantages: Completely free, no need to install any software, almost everyone will operate, support basic sorting by name and grouping display, suitable for quick view of the approximate distribution of files.
Disadvantages: limited functions, can only be displayed by letter classification files, can not actually move files to the corresponding folder. Batch file sorting is completely impossible and requires manual dragging one by one.
Operation steps:
1. Open the folder containing the cluttered files.
2. Right-click in the blank space and select "Sort Method"-> "Name".
3. The files will be displayed in alphabetical order.
4. Create the first letter folder and copy the corresponding files to the folder according to the alphabetical order.
Method 4: Use XYplorer (Lightweight File Manager) to classify files
by first letterrecommended Index:β β β β β
advantages: lightweight and fast, unique labeling system, support for script automation, portable version without installation.
Disadvantages: Limited functions, automatic classification requires a professional version, which can only be used with scripts. Script learning has certain thresholds and technical requirements.
Operation steps:
1. Download XYplorer portable version or installation version.
2. Study its script help document.
3. Write scripts classified by initials.
4. Configure script parameters and file paths.
5, run the script for classification operations.
Method 5: Use the File Juggler(Windows automatic sorting) to first-letter file classification
recommended Index:β β β β β
advantages: Real-time monitoring of folder changes, automatic execution of sorting actions, rule configuration is relatively intuitive.
Disadvantages: mainly for fixed monitoring folder, one-time batch processing is not flexible enough.
Operation steps:
1. Download and install the File Juggler software.
2. Add the source folder to be monitored.
3. Create sorting rules and classify them by file name characteristics.
4. Set the specified destination folder path.
5. Files are automatically classified after entering the monitoring folder.
Method 6: Use Alibaba Cloud Disk (Cloud Storage Service) to first-letter file classification
recommended Index:β β β β β
advantages: automatic cloud backup, multi-device synchronization. Some support intelligent classification function.
Disadvantages: Need to upload to the cloud, there is a risk of privacy. The classification function is limited and is not suitable for large file processing.
Operation steps:
1. Install the cloud disk client and log in.
2. Upload the files to be classified to the cloud.
3. Manual classification in the web version or client.
4, or use limited automatic classification functions.
5. Download the classified files to the local.
Method 7: Use Hazel(Mac automation tool) to first classify files
recommended Index:β β β β β
advantages: Deep integration with macOS, strong automation rules, can monitor folders and automatically perform classification operations.
Disadvantages: Mac system only, relatively single, rule configuration requires a certain learning cost, ordinary people do not need to spend time learning.
Operation steps:
buy and install Hazel.
2. Add folders to be monitored.
3. Create classification rules and set matching conditions.
4. Define classification actions, such as moving to a specified folder.
5. Test rules and enable automatic monitoring.
Method 8: Use Advanced Renamer to batch file classification
.Recommended Index:β β β β β
advantages: The renaming function is very powerful and supports multiple naming modes. Simple classification can be achieved by renaming.
Disadvantages: The main design is renaming, and classification is an indirect function. You cannot create folders and move files directly by initials.
Operation steps:
1. Download and install the file using the Advanced Renamer load.
2. Add a rename method to extract the first letter.
3. Add the initial prefix before the file name.
4. Manually create folders corresponding to letters.
5. Manually move after sorting according to the new file name.
A neat file system, like a clean desk, can make you work in a better mood and more efficient. HeSoft Doc Batch Tool It does not require technical background like programming, nor is it inefficient like manual sorting. It not only provides enough flexibility, but also maintains the simplicity of operation. It is an indispensable auxiliary tool for your daily work. No matter which tool you finally choose, it is important to start taking action and sorting out the messy documents, which will not only make the computer run more smoothly, but also make your thinking clearer.