This article describes how to use HeSoft Doc Batch Tool , convert multiple Word files into PDF in batches, which is suitable for office scenarios that require a unified format, such as contracts, reports, notices, papers, data archiving, etc. By adding files or importing files from folders, and then setting processing options, saving locations and starting processing according to the process, repeated operations of opening Word one by one and saving as PDF can be reduced, thus improving document sorting and delivery efficiency.
In daily office work, if you need to convert dozens or even hundreds of Word documents into PDF, open docx or doc files one by one and save them as PDF, it is not only time-consuming, but also easy to miss files. The problem to be solved in this paper is: how to convert many Word files into PDF in batch, and try to keep the file name corresponding to facilitate subsequent filing, sending or printing.
The following office software HeSoft Doc Batch Tool As an example, demonstrate the complete process from selecting functions, importing Word files, to batch generating PDF.
Applicable scenarios: Which situations are suitable for batch Word to PDF
batch convert Word files to PDF, which is common in the following office scenarios:
- multiple contracts, quotations, notices and instructions need to be converted into PDF and sent to customers.
- When filing department data, I hope to convert Word documents such as docx and doc into PDF format that is more convenient to read and save.
- Schools, training institutions or administrative departments need to sort out Word documents such as reports, papers and application forms in batches.
- I don't want to repeat the mechanical operation of "Open Word-Save As-Select PDF-Save". I hope to use office software to process multiple files at one time.
The core of this type of task is not single file conversion, batch processing files. The use of specialized document batch processing tools can significantly reduce duplication of effort.
Effect preview: there are multiple Word before processing, and the corresponding PDF is obtained after processing.
Before processing: multiple docx Word files
before processing, there are multiple Word documents in the folder, such as 1.docx, 2.docx, 3.docx, 4.docx.
After processing: generate the corresponding PDF file
after the batch conversion is completed, corresponding PDF files, such as 1.pdf, 2.pdf, 3.pdf, 4.pdf, can be obtained. File format changes from Word to PDF for easy sending, filing, and reading.
Operation steps: use HeSoft Doc Batch Tool Batch convert Word to PDF
step 1: Enter the Word tool and select Word to convert to PDF
open HeSoft Doc Batch Tool After that, select in the left function category. Word Tools. Locate and click in the tool list on the right 16. Convert Word to PDF. The function description is "convert Word files into PDF format in batch", which exactly corresponds to the requirements of batch docx to PDF and doc to PDF.
The purpose of this step is to enter the correct batch conversion function first and avoid selecting the wrong processing type in multiple Word tools.
Step 2: Add Word files that need to be converted
enter convert Word to PDF after the function page, the software will display the processing flow: select the records to be processed, set the processing options, set the save location, and start processing.
In the first step "Select the records to be processed", you can click on the top add File, Select the Word file that needs to be converted; if multiple Word files are concentrated in the same folder, you can also use import files from a folder to import the documents in the folder once.
After the file is imported, the file sequence number, name, path, extension, creation time, and modification time are displayed in the list. In the screenshot, four docx files have been imported, and the record number is 4, indicating that the pending files have been successfully added to the task list.
Step 3: Check the file list to confirm that there is no missing or wrong selection.
Before clicking Next, it is recommended to check whether the file name and path in the list are correct. Especially when processing many Word files in batch, it is important to confirm the number of files and the file extension.
If you find that a file does not need to be converted, you can use the delete operation on the right side of the list to remove the record; if you need to reselect the file, you can also use empty button to clear the current list and re-import.
The expected result of this step is that the Word files to be converted have all been listed in the table, the number is correct, the path is correct, and the extension is as expected, such as docx or doc.
Step 4: Click Next to continue setting processing options
after confirming that the file list is correct, click at the bottom. Next step. According to the interface process, the following will enter the "set processing options".
The purpose of this step is to allow the software to continue the configuration process of batch Word to PDF. For batch conversion tasks, by-process completion option settings can reduce omissions.
Step 5: Set the save location and start processing
follow the page process to continue to enter the "set save location", select the location to save the converted PDF file. After the setting is completed, enter "Start Processing" and let the software automatically convert Word to PDF in batches.
After the processing is completed, you can go to the set save location to view the results. Under normal circumstances, each imported Word file will generate a corresponding PDF file, for example, 1.docx is converted to 1.pdf,2.docx is converted to 2.pdf.
Frequently Asked Questions and Precautions
1. Can both docx and doc files be used for this batch conversion process?
The screenshot shows a docx file with the function name of Word to PDF, which is usually applicable to Word document conversion scenarios. In actual operation, Word files that need to be processed can be added to the list, and the software recognition results shall prevail.
2. Why check the file list before batch conversion?
The advantage of batch processing is that it is efficient, but if the wrong file is imported, it will be processed together. Therefore, before clicking Next, it is recommended to confirm the file name, path and number of records to avoid omission or misprocessing.
3. Where is the converted PDF stored?
Depending on the software flow, you need to specify the output location in the Set Save Location step. After the processing is completed, go to the location to view the generated PDF file.
4. When there are many files, is it recommended to add files or import from folders?
If there are only a few Word files, you can use "Add Files". If a large number of docx and doc files are placed in the same folder, it is more efficient to use "Import Files from Folder.
Summary: Use batch processing tools to reduce repeated operations of Word to PDF
batch convert multiple Word files to PDF, essentially solving the problem of duplication of labor. Use HeSoft Doc Batch Tool , you can turn the operations that need to be opened one by one and saved as PDF one by one into a batch process of importing files, confirming lists, setting save locations, and starting processing.
If you often need to deal with contracts, reports, notices, data archiving and other Word documents, it is recommended to organize similar documents into a folder first, and then use Word to convert to PDF function for batch processing. This can not only improve office efficiency, but also make the output file more unified and easier to manage.