If the file name contains fixed-position useless text, it can affect sorting, retrieval, and archiving. This article uses a case study of batch cleaning file name prefixes to explain how to use the HeSoft Doc Batch Tool text deletion feature in file names, select the position range and input 1:5, uniformly delete the prefixes of multiple format files, and retain the date number and extension.
File organization seems simple, but in real office environments it often becomes a time-consuming task. For example, a folder may contain dozens or even hundreds of files with names formatted like Alpha2024010101.docx, Bravo2024020202.doc, Chart2024030303.pptx. The preceding English prefix might just be a temporary mark, while the date and number at the end are the information truly needed for archiving. If you open the rename dialog one by one to delete the prefix, it not only wastes time but also makes it easy to accidentally delete the number or extension.
For this requirement, you can use the batch file name processing function in office software. This article uses HeSoft Doc Batch Tool as an example to demonstrate how to batch delete all text in a custom range of file names. We will delete the 1st to 5th characters of the file names to achieve batch prefix cleanup while retaining the subsequent date numbers and file extensions.
This method is suitable for files with clear naming patterns, especially for positions in administration, human resources, finance, project management, and data archiving. As long as the content to be deleted in the file names has a consistent position, batch processing can be completed with a single setup.
Applicable Scenarios: Batch Clean Up File Name Prefixes and Retain Valid Numbers
In office file management, file names usually play a role in retrieval and identification. A good file name should quickly reveal the date, number, project, or content type. However, many files are generated with automatically added unnecessary text, such as export batch, system code, project abbreviation, personnel marks, etc. If this text is located in a fixed range of the file name, you can handle it by deleting based on position range.
The rules of this article's case are very clear: the first 5 characters of each file name are the English prefix to be deleted, and the following 10 digits are the date number to be retained. The file types are not uniform; there are Word documents like docx and doc, spreadsheets like xlsx and xls, presentations like pptx and ppt, and common files like pdf, jpg, txt, csv. For such mixed folders, the value of batch processing software is obvious: import once, set up once, execute uniformly.
If your scenario is to delete a fixed segment of characters in the middle of a file name, you can also refer to the same idea. The key is not the file type, but whether the file naming rules are suitable for expressing with a position range.
Result Preview: Prefix Affects File Name Readability Before Processing
The file names before processing are shown in the image below. Each file name consists of an English prefix, a numeric code, and an extension. The red marking highlights the prefix part that needs to be deleted.
Although these files have different extensions, their naming structure is consistent. Take a few files as examples: Alpha in Alpha2024010101.docx is a useless prefix, 2024010101 is the number to be kept; Chart in Chart2024030303.pptx is a useless prefix, 2024030303 is the number to be kept; Index in Index2024090909.pdf is a useless prefix, 2024090909 is the number to be kept.
If handled manually, you need to modify 10 files sequentially, and each time you must be careful not to delete the numeric code. The more files there are, the higher the probability of error. Therefore, a more reasonable approach is to let a batch processing tool complete this task.
Result Preview: File Names Uniformly Retain Date Numbers After Processing
After batch deletion of the specified character range, the file name prefixes have all disappeared, with file names starting directly with the numeric code, while the extensions remain unchanged.
The processed results are more suitable for archiving. For example, files like 2024010101.docx, 2024020202.doc, 2024030303.pptx, 2024040404.ppt, 2024050505.xlsx can be arranged in numerical order, making them easier to search. For teams that need to manage data by date, batch, or serial number, unified naming can improve subsequent usage efficiency.
Operation Steps: Delete Text in a Specified Range in HeSoft Doc Batch Tool
Step 1: Open the File Name Category and Select the Corresponding Function
First, open HeSoft Doc Batch Tool . In the left navigation bar, select the File Name category. The main interface will display multiple file name-related functions. The one used this time is Delete Text in File Name.
The purpose of this step is to enter the function entry for batch deleting text from file names. In the screenshot, you can see that Delete Text in File Name is located in the file name function list and is marked as Batch delete text in file names. After selecting it, the software will enter a step-by-step processing flow, making it easy for the user to complete import, setup, and execution in order.
Step 2: Add Files or Import Files from a Folder
After entering the function page, you first need to select the records to be processed. The upper right corner of the interface provides two entries: Add File and Import Files from Folder. If you only process a small number of specific files, you can use Add File; if all files are in the same folder, it is recommended to use Import Files from Folder, which is more suitable for batch organization scenarios.
After files are imported, they will be displayed in the list. The screenshot shows a record count of 10, and the table contains information like name, path, extension, creation time, and modification time. It is recommended to focus on two items: first, whether the names all meet the rule of deleting the first 5 positions; second, whether the extensions are the file types to be processed. If a certain file should not participate in batch renaming, you can use the delete button in the operation column to remove it from the list.
After checking, click Next. The software now knows which files to process, and the next step is to tell the software which segment of text to delete.
Step 3: Select Position Range and Fill in 1:5
On the set processing options page, select the operation type Position Range. This option is suitable for deleting characters in a fixed segment of the file name. Since this example needs to clean up the 1st to 5th positions, fill in 1:5 in the range input box.
After setting it to 1:5, the software will process each file name according to this rule. Take Judge2024101010.csv as an example, the first 5 characters "Judge" will be deleted, resulting in 2024101010.csv; take Graph2024070707.jpg as an example, the first 5 characters "Graph" will be deleted, resulting in 2024070707.jpg.
This step requires special attention to the accuracy of the range. The position range is a batch rule, meaning it will apply to all imported files. If some files do not have exactly 5 characters in the prefix, it could lead to inconsistent results. Therefore, before executing, be sure to go back to the file list or confirm the rule based on file name samples.
Step 4: Set Save Location and Start Batch Processing
After completing the range setting, proceed to the next step to set the save location. Following the interface flow, the next step is to start processing. The save location setting helps users better control the output results. Especially when processing important data, it is recommended to keep the original files or verify the result in a test directory first.
After confirming everything is correct, start processing. The software will perform the operation of deleting the specified range of text for each file in the list one by one. After processing is complete, go to the target directory to check the file names, and you will see that the prefixes have been cleaned up, with the numbers and extensions retained.
FAQ and Notes
1. What content is the position range suitable for deleting
The position range is suitable for deleting text at a fixed position, such as the first 5 characters of a file name, or the 3rd to 8th characters in a file name. The example in this article is to delete the 1st to 5th positions, which is the file name prefix.
2. Why not simply use find and replace
If all files share the same keyword, find and replace is very convenient. However, in this example, the prefixes are different, including Alpha, Bravo, Chart, etc. They are different but have the same length, so using a position range is more efficient than setting keywords one by one.
3. Is a backup necessary before batch processing
A backup is recommended, especially when processing important contracts, reports, and project documents. Batch renaming is highly efficient but requires precise rule settings. Backing up first or testing with a small number of files can reduce the risk of misoperation.
4. Will different file types affect the processing
As seen from the example, files with various extensions can appear in the task list simultaneously. Because this processing targets file names, not file content, as long as the file naming rules are consistent, files like doc, docx, xls, xlsx, ppt, pptx, pdf, jpg, txt, csv can all be organized together.
5. How to determine if 1:5 should be used
You can first count the character length to be deleted. If 5 characters need to be deleted from the front of each file name, 1:5 can be used. If 6 characters need to be deleted, the range should be adjusted according to the actual situation. Do not execute directly without confirming the rule.
Summary: Leave Repetitive File Name Organization to Batch Processing Tools
Batch deletion of a specified character range in file names is a very practical function in office file organization. Through HeSoft Doc Batch Tool , you can transform the originally repetitive manual renaming work into three core actions: importing files, setting the range, and starting processing. In this article's example, simply selecting Delete Text in File Name and setting the position range to 1:5 can batch remove the file name prefixes and retain the date numbers.
For users who need to organize documents, spreadsheets, presentations, PDFs, images, and text data long-term, batch processing files not only saves time but also improves naming consistency and reduces manual errors. It is recommended that when you encounter fixed-position text that needs deletion, you prioritize using a batch tool for the operation, and perform rule confirmation and file backup before formal processing.