When the file name contains number, document number, contract number, order number or serial number, it is not only time-consuming but also error-prone to create new folders and drag and drop them one by one. This article describes how to use the file sorting function in office software to automatically classify the files in batches according to the first number in the file name and put them into the corresponding folder. Whether it is PDF, Word, doc, docx, Excel, pictures or other common files, as long as the file name contains numbers, you can quickly organize according to the same rules. The article will combine the actual operation interface to explain the applicable scene, the effect before and after processing, the specific steps and precautions to help you complete the batch file arrangement more efficiently.
In daily office work, many file names will carry number information, such as contract scans, order attachments, bill pictures, PDF documents, Word documents (doc, docx), Excel forms, and even compressed packages and pictures. If there are more than one of these files, it will be very tedious to manually organize them into different folders by number. Especially when you just want to follow the file name. The first number when sorting, manual processing is not only slow, but also easy to misplace.
The problem to be solved in this article is: how to put a batch of files into the same folder automatically according to the first number in the file name. Combined with screenshots can be seen, the use of office software HeSoft Doc Batch Tool The function of "classifying files by file name" in can quickly complete such batch sorting tasks and greatly reduce duplication of work.
Applicable Scenarios
sort Files by First Number is suitable for the following office scenarios:
- the contract, invoice, receipt and scanned document shall be filed according to the beginning of the number or the first number in the file name;
- order data, logistics documents and customer documents are stored in digital groups;
- PDF, doc, docx, xls, xlsx, jpg, png and other different types of files mixed finishing;
- the same batch of files need to be quickly divided into folders according to rules to facilitate subsequent search, upload or handover.
If your file name is similar to "366984326281532.pdf" and "428905671234890.pdf" with digital naming, it is very suitable for batch sorting in this way.
Effect Preview
before treatment
all files are stacked in the same directory. Although the file name contains numbers, it is not grouped. It is not convenient to find and archive.
After treatment
the software will be based on each file name in the first number classification. For example, files with the first number 3 are put into the same folder, files with the first number 4 are put into another folder, and files with the first number 5 are put into the corresponding folder. In this way, the originally mixed files will be automatically sorted according to the rules, and the directory structure will be clearer.
Operation steps
step 1: Enter the file sorting function and select "sort files by file name"
as you can see from the screenshot, in HeSoft Doc Batch Tool In the left menu, first enter "File Collation" module.
After entering, click in the tool list. "1. Classify files by file name". The purpose of this step is to enter the function page of batch sorting files by file name rules.
Expected results: open the processing interface of "classify files by file name" and prepare to import files to be sorted.
Step 2: Add files that need batch processing
after entering the function page, you can see it at the top of the interface. "Add File" and "Import a file from a folder" button. The red arrow in the screenshot points to "Add File", indicating that the files to be sorted can be imported here first.
If the source of the file is scattered, you can click "Add File" select one-by-one or in batches; if the files are originally concentrated in a directory, you can use "Import a file from a folder" to read the files in the entire folder at once.
After the import is completed, the table will display the serial number, name, path, extension, creation time, modification time and other information of the file, which is convenient for you to confirm the range of files processed this time.
Expected results: the PDF, Word, doc, docx, Excel, pictures and other files to be classified are successfully displayed in the list and enter the next setting.
Step 3: Select "Sort by First Number" in Classification Method"
after clicking Next, you will enter "Set Processing Options" page. According to the screenshot, in the "Classification Method" area, you can see multiple options, such as classification by first character, classification by first Chinese character, classification by first English letter, etc.
What needs to be checked here is: "Sort by first digit".
This step is critical because it determines how the software subsequently creates folders and categorizes files. That is, the software does not sort by complete file names, but only extracts the first number in the file name to group.
Expected results: the software has explicitly pressed the "first number" as the classification rule, and the files with the same first number will be put into the same folder later.
Step 4: Press the wizard to continue setting the save location and start processing
as you can see from the step bar at the top of the interface, the current process is guided, followed "Set Save Location" and "Start processing".
Therefore, after checking "sorting by the first number", click at the bottom of the page "The Next Step", continue to complete the save location setting, and then enter the start processing phase.
The purpose of this step is to determine where to output the sorted files and formally implement batch classification.
Expected results: according to the rules you set, the software puts the files into the corresponding digital folders in batches to complete the automatic sorting.
Frequently Asked Questions or Precautions
1. Must there be numbers in the file name?
If you are using Sort by First Number, the file name must contain at least a recognizable number. For files without numbers, it is recommended to check the naming rules first or use other classification methods in the interface instead.
2. What file types can be processed?
From a functional logic point of view, this is classified by file name, so it is usually not limited by the specific file content. Common PDF, doc, docx, xls, xlsx, ppt, pptx, jpg, png, txt, etc. can be organized as long as the file name meets the rules.
3. Why is batch import recommended instead of manual drag and drop finishing?
When the number of files reaches several 10. hundreds or even thousands, manually creating folders and moving files one by one is very inefficient and easy to be classified into the wrong category. The batch processing method of office software is more suitable for standardized and repetitive file finishing work.
4. Do you want to check the file name before processing?
It is recommended to simply check the file name format to ensure that this file is indeed suitable for grouping by the first number. This can avoid inconsistent classification results due to inconsistent naming.
Summary
for office scenarios that require batch sorting of numbered documents, put files into the same folder by the first number, which is essentially a very typical batch file processing requirement. Use HeSoft Doc Batch Tool in "sort files by file name" function, just import the file, select "Sort by first digit", set the save location and start processing, you can quickly complete the archive.
Compared with manually creating new folders and dragging files one by one, this office software-style batch sorting method is more stable, time-saving, and more suitable for daily high-frequency file management. If you often deal with a large number of documents such as PDF, doc, docx, Excel, pictures, etc., it is recommended to directly use such regularization tools to complete the sorting, leaving time for more valuable work.