Inconsistent folder naming can affect file search, archiving, and delivery. If you need to add a piece of text at a specific position in multiple folder names, you can use HeSoft Doc Batch Tool to perform batch operations. This article combines before-and-after screenshots and software step-by-step screenshots to explain how to add folders, set the insertion position, enter the text to insert, and quickly change a large number of directories to a uniform format.
Folder names may seem like a minor detail in file management, but they directly affect file searching, team collaboration, and document delivery. Especially in corporate office work, educational material management, project archiving, and shared drive maintenance, if directory naming is not standardized, subsequent file searching, version verification, and document delivery will become inefficient. Often, after folders are initially created, the need to add uniform text arises later, such as adding a project identifier after a number, inserting a class code in course directories, or including a year field in archival directories.
If there are many such folders, modifying them one by one is clearly not a good solution. Manual renaming requires repeatedly opening edit mode, moving the cursor, entering text, and confirming names, which is time-consuming and prone to missing folders or inconsistent formatting. This article introduces a method more suitable for office scenarios: using HeSoft Doc Batch Tool to batch add text at a specified position in multiple folder names. Through a single setup, the software can automatically insert the same text into the middle position of all selected folders.
Applicable Scenarios: When Directory Naming Requires Uniform Field Supplementation
Batch adding text at a specified position in folder names is suitable for situations where a batch of similarly structured folders already exists and content needs to be supplemented at the same position. For example, the original directory format is "001-CourseProjects" and needs to be uniformly changed to "001ABC-CourseProjects"; the original format is "2026-Contract Documents" and a client abbreviation needs to be added after the year; the original format is "DeptA-Project Documents" and a version number needs to be added after the department code.
The common characteristic of this type of operation is that it is not simply adding a prefix at the beginning or a suffix at the end, but inserting text somewhere in the middle of the folder name. Compared to conventional renaming, it relies more on accurate position settings. If handled manually, fatigue-induced errors become more likely as you progress; using batch processing office software allows rules to take effect in one go, ensuring consistent formatting for all directory names.
For users who need to manage a large volume of office documents over the long term, standardized folder naming is fundamental work. Whether the folders contain doc, docx, xlsx, pptx, PDFs, images, or video materials, clear and standardized outer directories make subsequent organization and searching much smoother.
Result Preview: Folder Names Before Processing Lack Uniform Field
The folder names before processing are shown in the image below, with directories ranging from "001-CourseProjects" to "010-WritingPractice", adopting a structure of numbering plus English names. Although these directories are already sorted by number, there is no additional uniform identifier after the number.
If you need to add "ABC-" according to a new naming convention at this point, manual operation would require renaming 10 folders individually. In actual work, this number could be far more than 10, possibly dozens of course directories, hundreds of project directories, or even years' worth of accumulated archive directories. Therefore, using a batch tool is more aligned with efficient office needs.
Result Preview: Text Has Been Uniformly Added at the Specified Position After Processing
After processing is complete, you can see "ABC-" has been added in the middle of each folder name. For example, "003-KnowledgeBase" becomes "003ABC-KnowledgeBase", and "008-SkillBuilding" becomes "008ABC-SkillBuilding". The red-boxed area highlights the newly added text, indicating that the batch processing rules have been applied to all target folders.
This result is very suitable for scenarios requiring uniform directory naming standards. All folders retain their original numbers and names, with only new text fields supplemented at the specified position, which neither disrupts the original sorting nor fails to meet new identification requirements.
Operation Step 1: Select the Folder Name Processing Feature in the Office Software
After opening HeSoft Doc Batch Tool , first enter "Folder Name" from the feature categories on the left. As seen in the interface, this software provides various office batch processing capabilities, including file names, file organization, Word tools, Excel tools, PowerPoint tools, PDF tools, text tools, image tools, etc. This article processes folder names, so the folder name-related features should be selected.
In the feature list, click "Insert Text in Folder Name". The description of this feature is "Batch insert text at a certain position in folder names", which is precisely designed to solve the problem of "adding text at a specified position".
The expected outcome of this step is to enter the correct task page. When selecting features, note that the folder name processing might also include find and replace, add prefix/suffix, change case, delete text, and other functions. The goal of this article is to insert text in the middle, so avoid selecting functions only suitable for adding content at the beginning or end.
Operation Step 2: Add Multiple Folders to the Processing List
After entering the "Insert Text in Folder Name" page, the first step is to select the records to be processed. Click "Add Folders" in the upper right corner to add multiple folders needing unified renaming to the list. The software will display information such as the folder name, path, creation time, and modification time, making it easy for users to check.
A total of 10 folders have been added in the screenshot, with the summary at the bottom showing "Record Count: 10". Before formally proceeding to the next step, focus on checking the name and path columns. The name column determines which folders will be renamed, while the path column helps confirm that these folders are in the correct location. In office scenarios, many directory names are similar; if the wrong path is selected, other project materials might be processed incorrectly.
If there are folders in the list that do not need processing, they can be removed via the action column; if the entire list selection is wrong, you can use "Clear" and re-add. After confirming everything is correct, click "Next" at the bottom. At this point, the software has identified the objects for batch processing.
Operation Step 3: Set the "Position" to Determine Where the Text is Inserted
After entering the second step "Set Processing Options", you must first fill in the "Position". The position is the most critical parameter in the batch insert text feature, as it determines where the new text appears in the folder name.
In the example, the position is set to 4. Taking "001-CourseProjects" as an example, the first three characters are the number "001". When the position is set to 4, the inserted text will appear after the number and before the original hyphen. Therefore, the processed name will change from "001-CourseProjects" to "001ABC-CourseProjects".
To understand the position setting, imagine the folder name as a string of characters arranged from left to right. To add text after a three-digit number, place the insertion point at the 4th position; to add text after a four-digit year, set the position according to the year's length. The position might differ for different directory structures, so before batch processing, it's best to select a typical name for estimation and verification.
Operation Step 4: Fill in "Text to Insert" and Proceed to the Next Step
In the "Text to Insert" input box, enter the text you want to add uniformly. The example enters "ABC-". Here, you can not only enter letters but also include separators. Since the desired result requires clear separation, the hyphen is included in the inserted text.
When "Position" is 4 and "Text to Insert" is "ABC-", the software will execute the same rule for all folders in the list: insert "ABC-" at the 4th position. This is the value of batch processing—no need to set rules repeatedly for each folder or manually type them one by one.
After filling this in, click "Next". The interface flow shows there are subsequent steps "Set Save Location" and "Start Processing". Continue following the software wizard. Before starting the process, double-check that the inserted text is spelled correctly, includes the necessary symbols, and that the position matches the original folder structure.
FAQ: How to Avoid Errors in Batch Renaming
1. First confirm if the folder names follow the same pattern. Batch text insertion is suitable for folders with consistent rules. If some have three-digit numbers and others have two-digit numbers, it's advisable to process them in groups first. Otherwise, the same position parameter might lead to incorrect insertion positions for some folders.
2. Determine the inserted text format beforehand. The example input is "ABC-", so "ABC-" appears in the result. If only "ABC" is entered, the separation effect in the result will be different. It is recommended to determine beforehand whether a hyphen, underscore, or space is needed according to company, team, or project naming conventions.
3. Do not ignore path verification. Folder names might be the same or similar, but their paths differ. Checking the paths before batch processing can prevent confusion between test and official directories, reducing the risk of operational errors.
4. Important data should be backed up or tested first. Batch renaming affects multiple directory names, especially in shared drives and project delivery directories, where name changes might affect others' ability to find them. It is recommended to test with a small number of folders first, confirming the effect before processing all directories.
5. Compare before and after processing. In this article's example, the name is "001-CourseProjects" before processing and "001ABC-CourseProjects" after. By comparing the before-and-after results, you can quickly determine if the position and text meet expectations.
Summary: Enhance Directory Organization Efficiency by Inserting Text at a Specified Position
Batch adding text at a specified position in multiple folder names is a very practical operation for file organization and office archiving. It allows for the rapid supplementation of project identifiers, client codes, version fields, or other uniform text without destroying the original numbering and names. Compared to renaming them one by one manually, using HeSoft Doc Batch Tool allows rules to be set once and executed in batch, significantly reducing repetitive labor.
If you are organizing a large number of directories, especially folders with similar name structures that require uniform field supplementation, it is recommended to follow the steps in this article: first enter the "Folder Name" category, select "Insert Text in Folder Name"; then add folders and verify the list; subsequently set the insertion position and text; and finally follow the wizard to complete the processing. This ensures consistent naming standards and makes office file management more efficient.