when the real number, contract number, student name or project name of a batch of Word documents are written in the text, but the file name is messy, it will be very time-consuming to open, copy and rename one by one. This article HeSoft Doc Batch Tool For example, explain how to extract specified text from Word text, such as Document ID, and automatically rename docx and doc files to corresponding content in batch, which is suitable for scenarios such as file sorting, data archiving, and standard naming before document delivery.
When sorting out Word documents, it is often the case that the file name is a temporary name, English title or irregular name, but the information that is really suitable for the file name is written in the document body, such as document number, contract number, customer name, student name, project code, etc. If you open docx or doc files one by one, copy the text in the text, and then return to the folder to rename it manually, it is not only time-consuming, but also easy to copy errors, omit changes or name inconsistency.
This article introduces a more efficient method: using office software" HeSoft Doc Batch Tool "Rename Word File with File Content" function in, batch reads the specified text in the Word file, and automatically uses these text as the new file name. The following describes the complete operation method from preparing files to setting extraction rules to batch renaming based on the process in the screenshot.
Applicable scenario: Which Word files are suitable for automatic renaming with body content
Automatically rename this file using text content in Word is for documents that have fixed-format information in the body. As long as there is recognizable text in each file, it can be extracted as a file name by rules.
- Document Number Naming:The text contains the Document ID, file number, report number, application number, etc., and the number needs to be used as the file name.
- Contract or Order Filing:The contract number, customer name and order number are included in the Word contract, and the specification file name needs to be uniformly generated.
- collation of education and training materials:Docx or doc files contain student names, classes, and topic names, which need to be renamed in batches to facilitate search.
- Project Document Delivery:There is already an item code or title in the document content, and the file name is expected to be consistent with the key information in the body.
- Batch data received after finishing:After receiving a large number of Word files, the original file name is not clear, but there are standard fields in the body, which can be automatically extracted and renamed.
For this kind of repetitive document finishing work, HeSoft Doc Batch Tool The core value of is: import multiple Word files at a time, set extraction rules uniformly, complete renaming in batches, and reduce the repeated labor of manually opening, copying, pasting and renaming.
Effect Preview: File name changes before and after processing
Before processing: File name is inconsistent with body key information
The original Word file name in the sample folder is:
- Cosmic_Distances.docx
- Kan
- Planets_and_Orbits.docx
- Kan
- The_Expanding_Universe.docx
Although these file names can roughly express the theme, if the actual filing requirement is managed by document number, the number in Word text needs to be extracted. The top of the Word document in the screenshot contains something likeDocument ID: 2JMM01GJThis is exactly what you want to extract and use as the file name.
After processing: Automatically extract body number as Word file name
After processing with the Rename Word File with File Contents feature, the file name becomes the number extracted from the body, for example:
- 2JMM01GJ.docx
- 4HE73OR5.docx
- CK83CAEJ.docx
- KR8IHZD6.docx
- R6J2S6E6.docx
As you can see, the processed file name no longer depends on the original title, but automatically uses the Document ID in the Word content. For scenarios that require retrieval, archiving, and delivery by number, this naming is more accurate and more conducive to subsequent management.
Operation steps: Use Word body content to batch rename docx files
Step 1: Open the "File Name" tool and enter the Word content rename function
Start HeSoft Doc Batch Tool After that, select in the left function category.File Name. Locate and click in the feature listRename a Word file with file contents.
The purpose of this function is to batch some text in the contents of a Word file as the file name of the file. For Word documents such as docx and doc, it is suitable to extract text from the fixed position or fixed format of the text for naming.
After entering the function, the interface will display the current task name "Rename Word File with File Content" and will be divided into "Select Records to Process", "Set Processing Options", "Set Saving Location" and "Start Processing" according to the process.
Step 2: Add Word files that need to be renamed in batches
On the "Select Records to Process" page in Step 1, click at the topAdd File, select the Word document that needs to be processed. If the files are all in the same folder, you can also useImport files from a folder, import multiple docx files at once.
After the file is imported, the sequence number, name, path, extension, creation time, and modification time of the file are displayed in the list. In the example, five docx files are imported at a time, including Cosmic_Distances.docx, etc.
The purpose of this page is to identify the range of files to be involved in batch renaming. After checking the list of files, click on the bottomNext stepEnter the processing rule settings.
Step 3: Select the search area and specify which text to extract from the Word content
In Step 2, "Set Processing Options" page, you need to set where the software looks for text in the Word document. Find Area options are visible in the interface, including:
- First line of text
- First barcode image
- Customize the text that the formula matches
In this example, the target content isDocument IDThe following number, for example, Document ID: 2JMM01GJ. So chooseCustomize the text that the formula matches, and then extract the number precisely by regular expression.
Step 4: Enter a regular expression to extract the number after the Document ID.
In the Regular Expression input box, fill in the rules that match the content of the Word body. The example rule in the screenshot is:
(?<=Document ID:)[0-9A-Z]
The meaning of this rule is that the search is located in.Document ID:followed by consecutive uppercase letters and numbers, and put this piece of content as the desired text to be renamed. For example, when a Word document appearsDocument ID: 2JMM01GJThe software extracts2JMM01GJinstead of extracting the full "Document ID: 2JMM01GJ".
If your document fields are not Document ID, but "contract number:" "file number:" "number:" and so on, you can adjust the expression according to the actual text format. The key is to make the format of the extracted content in each Word file as consistent as possible, so that the batch processing results are stable.
Step 5: Set the location of the new file name
In the Location area of the same page, you can choose how the extracted text is applied to the file name. The options visible in the screenshot include:
- Overwrite the entire file name:Replace the original file name directly with the extracted Word content.
- To the left of the file name:Add the extracted content to the left of the original file name.
- To the right of the file name:Add the extracted content to the right of the original file name.
In this example, you need to change the original Cosmic_Distances.docx to 2JMM01GJ.docx, so selectOverwrite entire file name. If you just want to add a number before the original file name, you can also choose to add it to the left or right.
When the settings are complete, clickNext stepGo on.
Step 6: Set the save location and start processing
According to the interface process, proceed to step 3Set Save Location. The function here is to confirm the file saving method or saving path after batch renaming. It is recommended to prepare backup files before formally processing important documents, or save the processing results to a location that is convenient for verification.
After confirming the save location, go to step 4Start processing. The software will read the contents of each Word file in turn according to the rules set earlier, extract the text that meets the conditions, and generate a new file name.
After processing is complete, return the folder view results. The original five docx files in the example have been batch renamed to the Document ID number in the body, and the file extension remains. docx.
Frequently Asked Questions and Precautions
1. The field format in Word text should be unified as far as possible.
Batch automatic renaming relies on recognizable text rules. If some files write "Document ID: 2JMM01GJ" and some write "Doc ID-2JMM01GJ", the same regular expression may not all match. Before processing, it is recommended to check several documents to confirm whether the field name, colon, space and number format are consistent.
2. The regular expression should match the actual content.
The example expression (?<= Document ID :)[0-9A-Z] is suitable for extracting a number consisting of numbers and uppercase letters after "Document ID. If the number contains lowercase letters, horizontal lines, underscores, or Chinese characters, you need to adjust the matching rules accordingly.
3. The extraction results are not recommended to contain illegal characters in the file name.
The Windows file name cannot contain some special characters, such as slashes, backslashes, colons, asterisks, question marks, quotation marks, etc. If the extracted text in the body contains these characters, the renaming results may be affected. It is suggested that relatively standard contents such as number, name and item code should be extracted first.
4. It is recommended to test with a small number of files before batch processing.
If it is the first time to use the automatic rename function of Word content, it is recommended to import 2 to 3 sample document test rules first, and then batch process the complete folder after confirming that the file name meets the expectation. This reduces the rework costs associated with incorrect rule settings.
5. Both docx and doc files should confirm that the contents can be read normally.
Word files from different sources may have formatting differences. For scans, picture-type content, or protected documents, the ability of the software to extract the target text depends on the presence of readable text in the document. If the text itself is a picture, it is recommended to confirm whether the text can be selected and copied normally.
Summary: Using office software to batch extract Word content naming to reduce duplication of labor
Using the text content in Word to automatically rename the file, the core idea is to "open the document, find the number, copy the content, return to the folder, manually rename" this series of repeated operations, to the office software to complete in batches. By HeSoft Doc Batch Tool The "Rename Word File with File Content" function of can import multiple docx or doc documents at one time, and automatically generate a canonical file name after setting extraction rules.
For scenarios such as file sorting, contract filing, report delivery, and teaching material management, this batch processing method can significantly reduce manual operation time, reduce naming error rate, and make file retrieval and subsequent management clearer. It is recommended to confirm the document field format before formal processing, test the rules with a small number of files, and execute them in batches after confirming that they are correct.