When multiple folder names contain similar numbers, suffixes, dates, or fixed keywords, renaming them one by one is not only time-consuming but also error-prone. Using folders like "INV4X812, ORD7A293" as examples, this article introduces how to use HeSoft Doc Batch Tool , with the "Find and replace keywords in folder names" feature, to batch delete three-digit numeric suffixes from folder names, enabling quick standardization of folder names. This is suitable for office scenarios such as data archiving, project directory organization, and client folder cleanup.
In daily office work, we often encounter batches of folders whose names contain similar keywords, random numbers, or fixed suffixes. For example, folder names are INV4X812, ORD7A293, PO9C376, where the trailing three digits need to be uniformly removed, retaining the preceding business code. If you rename them manually one by one, it becomes highly inefficient when the quantity is large, and issues like omissions or incorrect deletions may also occur.
This article explains how to use the office software HeSoft Doc Batch Tool to batch delete similar keywords in folder names through the "Find and Replace in Folder Names" batch feature. This method is suitable for batch processing folder directories, reducing repetitive labor, and is especially applicable to scenarios such as project materials, client archives, Word/doc/docx document archive directories, Excel report folders, and PDF scan classification folders.
Applicable Scenarios
Batch deletion of similar keywords in folder names is typically suitable for the following office needs:
- Delete trailing numbers from folder names: For example, processing "INV4X812" to "INV4X", uniformly removing the trailing three digits.
- Clean up batch-exported directory names: Folders exported by certain systems automatically append serial numbers, batch numbers, or random codes, requiring secondary organization.
- Standardize project or client folders: Remove invalid trailing numbers from names, retaining only project codes, client abbreviations, or business keywords.
- Organize document archive directories: For example, when Word, docx, doc, Excel, PDF, etc. files are categorized and saved in folders, unified directory naming rules are needed.
Compared to manual renaming, using a batch processing tool can complete the name cleanup for multiple records at once, suitable for office personnel who need to frequently organize files and folders.
Effect Preview: Before and After Processing
In this example, the goal is to delete similar three-digit numeric suffixes from folder names.
Before processing, the folder names are as follows:
- INV4X812
- ORD7A293
- PO9C376
- REQ8F194
- SO2D705
After batch finding and replacing, the three-digit numeric suffixes are deleted.
The processing results are as follows:
- INV4X
- ORD7A
- PO9C
- REQ8F
- SO2D
As can be seen, the letters and middle digits that need to be retained in the folder names are still kept, and only the matched three-digit numeric content is deleted, thereby achieving the purpose of batch standardizing folder names.
Operating Steps
Step 1: Enter the "Folder Name" Tool Category
After opening HeSoft Doc Batch Tool , select "Folder Name" in the left function bar. This category provides various batch processing functions related to folder names.
In the function cards, click "Find and Replace Keywords in Folder Names". The purpose of this function is to batch find specified content in folder names and replace it with new content; if the replacement content is empty, it can also achieve the effect of batch deleting keywords.
Step 2: Add the folders to be processed
After entering the function page, the interface will display the processing flow: select the records to be processed, set processing options, set save location, and start processing.
Click the "Add Folder" button in the upper right to add the folders whose names need to be batch-modified to the list. After adding, the software will display folder information such as serial number, name, path, creation time, and modification time in the table.
In the example, 5 folders have been added, with names INV4X812, ORD7A293, PO9C376, REQ8F194, and SO2D705 respectively. After confirming the list is correct, click the "Next Step" button at the bottom to enter the processing option settings.
Step 3: Set the search method and the keyword rule to delete
On the "Set Processing Options" page, find "Search Method". Since this example requires deleting a type of similar content rather than the exact same fixed text, select "Use formula for fuzzy text search".
Next, in the "Keyword List to Find", enter:
\d{3}
Here, \d{3} is used to match three consecutive digits. The numbers 812, 293, 376, 194, and 705 in the example all conform to this rule, so they will be batch-identified.
On the right is the "Replacement Keyword List", where the interface prompts "Leave blank to delete". Therefore, if the goal is to batch delete such keywords from folder names, simply leave the replacement content on the right empty.
After setting, click "Next Step". The expected result is: the software will prepare to delete the matched three-digit content from each folder name according to the entered rule.
Step 4: Set the save location and start processing
Continue following the interface flow to enter "Set Save Location". Confirm the processing location and save method according to actual office needs, and then proceed to the "Start Processing" phase.
After starting the process, the software will automatically perform batch find and replace on the folder names in the list. Once the processing is complete, return to the directory where the folders are located to see the name changes: the original INV4X812, ORD7A293, etc., folders have become simpler names like INV4X, ORD7A, etc.
Key Settings Explanation: Why "Similar" Keywords Can Be Deleted
If the content to be deleted in each folder is exactly the same, for example, all contain "_copy" or "temp", you can use exact text search. But in this example, 812, 293, 376, 194, and 705 are not identical, they just belong to the same "three-digit" category of similar content.
Therefore, selecting "Use formula for fuzzy text search" is more suitable for this type of batch folder name modification scenario. By entering a unified matching rule, the software can automatically identify structurally similar content in different folder names and batch delete or replace them.
In this example, the replacement keyword list is left empty, combined with the interface prompt "Leave blank to delete", achieving the effect of batch deleting similar keywords from folder names.
Frequently Asked Questions and Notes
1. What content will \d{3} delete?
In this example, \d{3} is used to match three consecutive digits. Therefore, any content in the folder names that conforms to the structure of three consecutive digits may be identified and deleted. It is recommended to first confirm the pattern of folder names before operation to avoid accidentally deleting digits that need to be retained.
2. Why is the replacement keyword list left empty?
Because the goal this time is to "delete" the keywords, not to replace them with other text. The interface already prompts "Leave blank to delete", so simply do not fill in the replacement content on the right.
3. What should I pay attention to if I only want to delete trailing numbers?
If the folder name also contains three consecutive digits in the middle, be particularly cautious before using the fuzzy rule. It is recommended to test with a small number of folders first, confirm that the matching effect meets expectations, and then batch process more directories.
4. Is a backup needed before batch processing?
It is recommended to back up important directories first, or verify the rules in a test folder. Batch renaming will affect multiple folders at once, so confirming the rules in advance can reduce the risk of operational errors.
5. Could folder names become duplicated?
After deleting keywords, some folder names might become identical. For example, if "Project001" and "Project002" both have their numbers deleted, they might both become "Project". The risk of duplicate names should be checked before processing to avoid affecting subsequent organization.
Summary
Batch deleting similar keywords in folder names is essentially uniformly cleaning repetitive, invalid, or rule-based content from folder names. Using the "Find and Replace Keywords in Folder Names" function of HeSoft Doc Batch Tool , similar content can be quickly identified through fuzzy formula search, and batch deletion can be achieved by leaving the replacement content empty.
For users who frequently need to organize project materials, client archives, Word/docx/doc document directories, Excel report folders, or PDF archive folders, this batch processing method can significantly reduce manual renaming time, lowering repetitive labor and the probability of operational errors. It is recommended to confirm the naming pattern first before formal processing, then follow the steps to add folders, set search rules, and execute the process to efficiently complete folder name standardization.