Batch conversion from PDF to OFD is a common requirement in many office archiving and document submission scenarios. This article uses HeSoft Doc Batch Tool as an example to explain how to quickly generate OFD files from a batch of PDF files. The article elaborates on applicable scenarios, effects before and after processing, software operation steps, save location settings, file verification methods, and precautions, helping users understand the complete workflow of batch conversion. Through batch processing, users can reduce the repetitive operations of converting files one by one, improving the efficiency of PDF to OFD conversion and document organization.
When a higher-level unit, business system, or archival specification requires submission of files in OFD format, many users have existing materials in PDF format. Converting a single PDF to OFD is not complicated; the real hassle is batch processing: a folder contains dozens of PDFs, and each needs a corresponding OFD generated. Using a manual approach is not only time-consuming but also prone to missing files or saving them to the wrong location.
This article provides a tutorial for batch conversion of PDF to OFD for archiving, focusing on how to use HeSoft Doc Batch Tool to quickly generate OFD files from a batch of PDF files. This software is a batch file processing tool within office software, suitable for handling repetitive tasks like document format conversion and file organization, helping users combine multiple manual operations into a single batch task.
Applicable Scenarios: What Tasks Are Suitable for Batch Generating OFD Files
Batch PDF to OFD conversion is common in the following office scenarios. First, archival filing, where units require formal materials to be saved in OFD format; second, material submission, where the system only accepts or preferentially accepts OFD files; third, electronic official document circulation, requiring a unified layout format; fourth, financial and invoice organization, needing to convert PDF attachments to OFD; fifth, project material handover, requiring multiple PDF output files to be in a uniform format.
The common characteristics of these scenarios are a large number of files, unified format requirements, and results that need to be easily verified. Batch conversion allows users to add multiple PDFs at once, generate OFD files centrally, reduce repetitive labor, and maintain the correspondence between file names.
Effect Preview: Source Files Are a Batch of PDF Documents
In the pre-processing example, the folder contains 4 PDF files, namely 1.pdf, 2.pdf, 3.pdf, and 4.pdf. These are the source files to be converted. In actual work, PDF files may come from scanners, office software exports, business system downloads, or files sent by others.
Before batch processing, it is recommended to first collect the source PDFs in one place and delete any temporary files that do not need conversion. This way, when importing into the software, the task list will be cleaner, and subsequent verification will be faster.
Effect Preview: The Generated Files Are in OFD Format
After processing, you can see that OFD files with the same numbering have been generated, including 1.ofd, 2.ofd, 3.ofd, and 4.ofd. Compared to the source PDFs, the file extension has changed from pdf to ofd, while the main part of the file name remains consistent.
This result is very suitable for archiving. Because archival work usually requires file names to be traceable, if the converted OFD files correspond one-to-one with the original PDFs, it can reduce the time spent on manual renaming and manual comparison.
Operation Step 1: Open the Software and Locate the PDF to OFD Function
After launching HeSoft Doc Batch Tool , first select the PDF Tools from the left-side menu. The screenshot shows that the left side of the software provides multiple categories based on file processing types, such as Word Tools, Excel Tools, PowerPoint Tools, PDF Tools, Text Tools, Image Tools, Video Tools, Audio Tools, etc. After selecting PDF Tools, the right side displays PDF-related batch processing functions.
In the function card list, find PDF to OFD. In the screenshot, this function is located as the 24th item, with the card title 'PDF to OFD' and the description text 'Batch convert PDF files to OFD format'. The red arrow also points to this functional area, indicating this is the entry point needed for this operation.
The purpose of this step is to ensure the user enters the correct function module. Because PDF Tools also includes various functions like PDF to Word, PDF to Excel, PDF to JPG Image, etc., selecting the wrong function will result in an output format that is not OFD.
Operation Step 2: Add Files to Be Converted After Entering the Task Page
After entering the PDF to OFD page, the current function name is displayed at the top, with buttons on the right such as Add File, Import Files from Folder, Clear, and More. The middle of the page is the list of pending files, and there is a Next Step button at the bottom.
If there are few PDFs to process, you can click Add File. If you need to process a large number of PDFs from an entire folder, Import Files from Folder is more convenient. The red arrow in the screenshot points to the Add File button, indicating that the user can add PDFs to the task through here.
After adding, the files will be displayed in the table. The example shows 4 records, namely 1.pdf, 2.pdf, 3.pdf, and 4.pdf. The table also displays information such as path, extension, creation time, and modification time, where the extension for all is pdf. The summary at the bottom shows the record count as 4, indicating the software has recognized 4 pending PDF files.
Operation Step 3: Check If Files Are Correct Based on List Information
Before starting batch conversion, it is recommended not to click Next Step directly, but to first check the list. For archival tasks, file accuracy is more important than speed. You can verify from the following angles: whether the file names are within the scope of this archiving task, whether the paths come from the correct folder, whether the extension is pdf, and whether the record count matches the expected number.
If files that do not need conversion appear in the list, you can use the delete icon in the action column to remove them. If you find an overall import error, you can click Clear and then re-select. The screenshot also shows filter and sort buttons, which can help find specific files or organize the list according to rules when there are many files.
After confirming everything is correct, click Next Step at the bottom. At this point, the current task transitions from selecting records to be processed to the stage of setting the save location.
Operation Step 4: Set Save Location to Facilitate Archiving of Output Results
Step 2 in the process bar is setting the save location. For batch PDF to OFD conversion, the choice of save location directly affects subsequent file management. It is recommended to create a dedicated output directory instead of mixing it with other unrelated files. For example, you can name it 'OFD Conversion Results', 'Archival OFD', 'Project Materials OFD', etc.
If you need to keep the source PDFs long-term, it is recommended not to overwrite or move the source files, but to save the OFD results to a separate folder. This way, if you need to compare against source files, reconvert, or perform supplementary processing later, the original PDFs can be quickly found.
Operation Step 5: Start Processing and Verify the Number of OFD Files
After setting the save location, the process moves to Step 3: Start Processing. After clicking Start Processing, the software will batch convert the PDF records in the task list to OFD format. The user only needs to wait for the task to complete, without having to repeat single file conversions.
After conversion, check the results in the output folder. The most direct verification method is to compare the quantities: for however many PDFs are in the task list, there should be a corresponding number of OFD files in the output directory. In the example, there were 4 PDFs before processing and 4 OFDs generated after, meeting expectations.
Additionally, you can check if the file names correspond. For instance, 1.pdf was converted to 1.ofd, and 2.pdf to 2.ofd. For materials that need submission or archiving, this step can effectively avoid missing or incorrect submissions.
Frequently Asked Questions and Notes
1. How many files are suitable for batch PDF to OFD conversion at one time? The screenshot example processed 4 files; in actual office work, more PDFs can be added according to task needs. If the number of files is very large, it is recommended to test with a small batch first, confirm the conversion results meet requirements, and then process all files in bulk.
2. Why is importing files from a folder recommended? When PDFs are all concentrated in the same directory, importing from a folder saves time compared to selecting them one by one, and better aligns with the batch file processing concept.
3. Do I need to rename files before conversion? It is not mandatory, but clear file names are recommended. Since the converted OFD will usually correspond to the source PDF name, the more standardized the source file name, the easier the results are to manage.
4. How to avoid missing conversions? Focus on the record count at the bottom of the task list and compare it with the number of PDFs in the source folder. After processing is complete, compare against the OFD output quantity.
5. How to name the output folder more appropriately? You can name it by date, project, department, or purpose. For example, '2026-06 Archival OFD', 'Contract OFD Results', 'Submission Materials OFD', etc. This makes subsequent searching and submission easier.
Summary: Turn PDF to OFD Conversion into a Controllable Batch Process
Batch PDF to OFD conversion is not just a format conversion; it's an improvement in office file management efficiency. Through HeSoft Doc Batch Tool , users can first locate the PDF to OFD function, then add or import multiple PDF files, verify the list, set the save location, and finally start batch processing.
This method consolidates repetitive operations into a single process, making it particularly suitable for scenarios like archiving, submission, handover, and invoice organization. If you currently have a batch of PDFs that need OFD files generated, you can first organize the source folder, then follow the steps in this article for batch conversion, and after completion, verify the file quantity and naming correspondence.