When file names contain uniform rules of numbers, characters, or redundant keywords, manually modifying them one by one is not only slow but also error-prone. This article uses the office software " HeSoft Doc Batch Tool " as an example to demonstrate how to use the "Find and Replace Keywords in File Names" feature, combined with fuzzy formula matching, to batch delete specified content in file names. For instance, remove the 4 digits at the end of docx, doc, and Word document file names all at once, turning EnglishVocabulary2468.docx directly into EnglishVocabulary.docx. After reading this, you can quickly master the complete workflow of importing files, setting fuzzy search formulas, executing batch deletions, and checking the results.
Many people encounter the same hassle when organizing Word documents, docx files, doc files, or other office materials: file names containing a string of repeated numbers, serial numbers, or useless keywords, such as course materials, contract versions, exported files, download attachments, etc. When there are many files, manually modifying file names is very time-consuming and prone to omissions and errors.
The problem addressed in this article is very specific: using the fuzzy formula matching function in office software to batch delete keywords from file names. The following will combine the actual operation interface of HeSoft Doc Batch Tool to demonstrate how to delete rule-based content from file names in one go. The example in this article deletes the 4-digit number at the end of the file name, but the same applies to batch cleaning of fixed-pattern characters in file names.
Applicable Scenarios
This batch processing method is very suitable if you have the following situations:
- Downloaded Word documents, docx, doc file names all have trailing numbers, such as 2024, 1357, 5820.
- Exported office file names contain duplicate markers that need to be uniformly deleted.
- Before archiving materials, you need to batch clean useless keywords from file names.
- Multiple file names have the same type of rule-based content, suitable for one-time matching and deletion using a fuzzy formula.
The core of this type of need is not "renaming one by one," but using office software to complete batch file processing, reducing repetitive work and improving sorting efficiency.
Effect Preview
Before Processing
As can be seen from the example, the original file names are:
- EnglishVocabulary2468.docx
- ExamReview5820.docx
- LearningGoals3091.docx
- MathNotes1357.docx
- StudyPlan2024.docx
The common feature of these files is: the end of the main file name has a set of 4-digit numbers.
After Processing
After batch deletion, the file names become:
- EnglishVocabulary.docx
- ExamReview.docx
- LearningGoals.docx
- MathNotes.docx
- StudyPlan.docx
In other words, the software identified and deleted the target content in the file names using a fuzzy formula, preserving the original extension and not affecting the document format.
Operation Steps
Step 1: Enter the "Find and Replace Keywords in File Names" function
After opening HeSoft Doc Batch Tool , you can see the "File Name" category on the left. There are multiple function cards related to file name processing on the main interface, the first of which is "Find and Replace Keywords in File Names".
The purpose of this step is to enter the function page that supports batch finding, replacing, and deleting file name content. For scenarios involving batch deletion of keywords in file names, this entry point is the most direct.
After entering, you will see the complete processing flow is divided into 4 steps:
- Select records to process
- Set processing options
- Set save location
- Start processing
Step 2: Add files to be processed
On the "Select records to process" page, click "Add File" in the upper right corner, or you can also see the "Import Files from Folder" option.
If you are only processing a few files, just click "Add File"; if there are many docx, doc, or other office documents in the same folder, batch importing from a folder is usually more efficient.
After import, the table will display:
- Name
- Path
- Extension
- Creation Time
- Modification Time
From the example, a total of 5 docx files are currently imported, and the file names all contain the 4-digit numbers to be deleted. After confirming the information is correct, click "Next" at the bottom.
The expected result of this step is: all files that need batch name modification have entered the task list and can be processed uniformly later.
Step 3: Select the fuzzy formula search method
After entering "Set processing options," there is a "Set Keyword Options" section in the interface. Under "Search Method," you can see two options:
- Find exact text
- Use formula for fuzzy text search
Here, "Use formula for fuzzy text search" should be selected. Because the example is not to delete a fixed word, but to delete numerical content that follows a certain rule in all file names. For this kind of regularized content, using a fuzzy formula is more efficient than filling in specific keywords one by one.
The purpose of this step is to let the software match content in file names based on patterns, rather than only searching for completely identical text.
Step 4: Enter the fuzzy formula to be deleted
In the "Keywords List to Find" input box on the left, the example fills in:
\d{4}
This formula means matching 4-digit numbers. In the current case, it corresponds exactly to the number at the end of each file name, such as 2468, 5820, 3091, 1357, 2024.
After this setting, the software will find all content in the file names that conforms to this rule.
The expected result of this step is: the software already knows what content to match, and can subsequently execute replacement or deletion for these matched results.
Step 5: Leave the replacement content blank to achieve batch deletion
The area on the right is the "Replacement Keywords List". There is a clear prompt in the interface: "Leave blank to delete".
Therefore, if your goal is to batch delete keywords in file names, you do not need to fill in any content here; just keep it blank.
This step is crucial. Its meaning is: replace the previously found content with nothing, equivalent to directly deleting the target keywords in the file names.
So, the processing logic for this case is:
- Find: \d{4}
- Replace: Leave blank
- Result: Delete the 4-digit numbers in the file names
After completing the settings, click "Next" to continue.
Step 6: Continue setting save location and start processing
As seen from the process bar, there are two subsequent steps: "Set save location" and "Start processing". Follow the software workflow to continue, confirm the output location, and then execute processing.
Although the screenshot mainly shows the keyword settings section, it is clearly determined from the interface steps that batch processing can officially begin after completing the save location settings.
The expected result of this step is: the software will uniformly delete the target content in all file names according to the fuzzy formula just set, and generate the modified file name results.
Common Issues and Precautions
1. Why use a fuzzy formula here instead of an exact search?
If the keywords in each file name are different, such as 2468 in one and 5820 in another, an exact search would require filling them in one by one; whereas a fuzzy formula can match all similar content at once, making it more suitable for batch renaming and batch deleting keywords in file names.
2. Which file names is "\d{4}" suitable for?
It is suitable for matching 4-digit numbers. If your file names happen to have fixed-length numerical serial numbers, this method is very practical. Before use, it is recommended to confirm that these numbers are indeed the content you want to delete.
3. Why leave the replacement content blank?
Because the interface has already prompted "Leave blank to delete". That is, whatever is found will be directly deleted. This is the most common method for batch deleting text from file names.
4. Will it affect the extension, such as docx, doc?
From the example results, the original extension was retained after processing; for instance, .docx still exists, and only the numerical part in the main file name was deleted. This is important for file organization of Word documents, docx files, and doc files.
5. What should you pay attention to before batch processing?
It is recommended to check the import list first, confirm that the file name rules are consistent, and then execute the processing. Especially when using formula fuzzy matching, ensure that the matching rules will not accidentally delete content you wish to keep.
Summary
When there are uniformly-ruled serial numbers, numbers, or extra keywords in file names, using office software for batch deleting keywords from file names is much faster than manual modification. Taking HeSoft Doc Batch Tool as an example, you just need to enter "Find and Replace Keywords in File Names," import files, select Use formula for fuzzy text search, enter the search rule \d{4}, and leave the replacement content blank to complete the batch cleaning in one go.
For users who frequently organize Word, docx, doc documents, and various office files, this type of batch processing method can significantly reduce repetitive work and improve the efficiency of file archiving and naming standardization.
If you are also troubled by a large number of messy file names, it is recommended to follow the process in this article and try it once now, starting with a test folder. After confirming the effect, batch process your formal files, and you will see a very noticeable improvement in efficiency.