After a large number of folders have been created by number or business name, if you temporarily need to add a project code, department abbreviation, or batch number in the middle of the name, manual modification will waste a lot of time. This article focuses on the scenario of batch folder renaming and introduces how to use the "Insert Text in Folder Name" feature of HeSoft Doc Batch Tool to batch insert specified text at a fixed position in multiple folder names, helping users quickly standardize and organize their directories.
Many people encounter similar issues when organizing office materials: folders have already been created, numbering has been set, and various documents such as Word, docx, doc, Excel, xlsx, PDF, or PPT might be stored inside. However, after some time, departments might request adding project codes, client abbreviations, or batch labels uniformly. For example, the original name "001-CourseProjects" might need a fixed identifier added in the middle to make the directory structure easier to identify. If you rename them manually one by one, it is not only time-consuming but may also lead to numbering errors, inconsistent connectors, or some folders being missed entirely.
For such repetitive, rule-based office tasks, using a batch processing tool is more efficient. This article will demonstrate how to use " HeSoft Doc Batch Tool " to batch insert specified text in the middle of folder names. The article will cover applicable scenarios, before-and-after results, specific operational steps, and precautions, helping you understand what problem this tutorial solves and how to perform the operation in the software after reading it.
Applicable Scenarios: Batch Adding Project Codes to the Middle of Folder Names
"Insert text in the middle of folder names" is suitable for directories with a relatively uniform naming structure. A uniform structure means that multiple folder names share the same prefix, numbering, date, or fixed field. For example:
- 001-CourseProjects, 002-ExamPreparation, 003-KnowledgeBase
- 2026-Customer Data, 2026-Contract Archive, 2026-Project Delivery
- A01-Design Draft, A02-Requirements Document, A03-Test Report
These names share a common characteristic: the first part is typically a number, date, or classification code, while the second part is the specific business name. When fixed text like "ABC", "Internal", "V2", "2026Q2", or "Project A" needs to be added in the middle later, you can use the insert-by-position method for unified processing.
This method is particularly suitable for the following office scenarios:
- Unifying names before material delivery: Add client codes or project codes to all delivery directories to avoid recipient confusion.
- Supplementing information during departmental archiving: Add archive batches to folder names in HR, finance, administration, academic affairs, and other departments.
- Organizing course or training materials: Insert semester, class, or course type between the course number and course name.
- Reorganizing historical folders: When old directory names are not clear enough, complete key information by batch inserting text.
- Standardizing team collaboration directories: Make folders created by different members display in the same format for easier searching and sorting.
Compared to "adding a prefix" or "adding a suffix", inserting text in the middle better preserves the original numerical sort order while adding identification information after the number. This way, the existing directory order is not disrupted, and new business meanings can be supplemented.
Effect Preview: From Original Directories to Results After Unified Text Insertion
Before Processing: Folder names only contain numbers and English business names
The image below shows the folder list before processing. Each folder starts with a three-digit number, followed by an English name, such as "001-CourseProjects", "002-ExamPreparation", "003-KnowledgeBase", etc. This naming convention is beneficial for sorting, but if project codes or classification information needs to be noted, new content must be added in the middle of the name.
Modifying these names one by one in Windows File Explorer requires repeating steps like "select, rename, move cursor, enter text, confirm". The more folders there are, the more obvious the repetitive labor becomes. If the insertion position is inconsistent mid-way, it will also affect subsequent searching and archiving.
After Processing: Specified text has been batch-added to the middle of folder names
After processing, the specified text has been uniformly inserted into the folder names. In the image below, you can see the "ABC" identifier added after the original numbering, keeping the naming format consistent across multiple folders. For directories like project materials, course materials, or customer data, this batch renaming method makes the folder meanings clearer.
From the before-and-after comparison, it is clear that batch text insertion does not require the user to manually enter a new name for each folder; instead, it is automatically completed through a unified rule. As long as the original name structures are consistent, the processing results are more likely to stay tidy.
Operational Steps: Complete Batch Folder Renaming Following the Wizard
The following explains how to perform this operation in HeSoft Doc Batch Tool with software interface screenshots. This tool belongs to the batch processing category within office software, focusing on repetitive office tasks like file, folder, and document organization.
Step 1: Find the Insert Text function under "Folder Name"
After launching the software, the left side is the function navigation area. As seen in the screenshot, the software includes categories like "Home, Task Flow, All Tools, File Name, Folder Name, File Organization, Word Tools, Excel Tools, PowerPoint Tools, PDF Tools, Text Tools, Picture Tools, Video Tools, Audio Tools, More Tools".
Since the processing objects are folder names, first click "Folder Name" on the left. Among the function cards on the right, select "Insert text in folder names". In the screenshot, this function is displayed as the second item, with the description "Batch insert text at a specific position in folder names".
The purpose of this step is clear: enter the function specifically for "inserting text in the middle of folder names", rather than entering other functions like file name processing, prefix/suffix addition, or text deletion. Only after selecting the correct function can you proceed to set the insertion position and content.
Step 2: Add folders to be batch processed
After entering the function page, the current function name "Insert text in folder names" is displayed at the top. The interface uses a four-step process; the first step is "Select records to process". Buttons such as "Add Folders", "Clear", and "More" can be seen in the upper right corner of this page.
After clicking "Add Folders", add the folders that need processing to the list. Once added, the software displays the pending records in a table format, including columns for sequence number, name, path, creation time, modification time, and actions. The example shows 10 folders added, with a summary at the bottom indicating "Record Count: 10".
It is recommended to focus on checking two types of information in this step: first, the "Name" column, to confirm all folders that need modification have been added; second, the "Path" column, to confirm these folders are from the correct directory, avoiding accidental processing of folders with the same name elsewhere. If a record should not be processed, use the delete button in the actions column to remove it; if the entire addition is incorrect, you can clear the list and re-add.
After confirming the list is correct, click "Next" at the bottom of the page to proceed to processing option settings.
Step 3: Fill in the insertion position and content
On the "Set Processing Options" page, two required fields need to be filled: Position and Text to insert. In the example screenshot, "Position" is filled with 4, and "Text to insert" is filled with "ABC-".
These settings determine the outcome of the batch renaming, so they should be filled in carefully based on the actual naming rules. You can understand it as follows:
- If the folder starts with a fixed number: For example, 001, 002, 003, you can set the insertion position near after the number to add a project code.
- If the folder starts with a date: For example, 2026-06-Data, you can set the insertion position after the date field to add a department or batch.
- If folder name lengths differ: You need to first determine if there is still a uniform insertion point. Without one, inserting by a fixed position could lead to inconsistent results.
The "Text to insert" can be filled according to business needs. The example uses "ABC-" as demonstration text; in practice, you might fill in "Finance-", "Project A-", "2026Q2-", "Internal-", etc. Whether to retain connectors depends on the original folder names. If the original name already includes a connector and the inserted text also has one, check the final effect beforehand to avoid extra symbols.
After setting them, click "Next" to continue.
Step 4: Set the save location following the workflow and execute processing
From the workflow bar at the top of the interface, you can see that after setting processing options, there are two more steps: "Set Save Location" and "Start Processing". Continue following the software wizard, complete the save location setting according to the page prompts, and then enter the final processing stage.
Before starting the processing, it is recommended to recheck three items: Is the pending record count correct? Is the insertion position correct? Is the insertion text correct? For a large number of folders, it's best to verify with a small sample first to confirm the results meet expectations before batch executing.
After execution is complete, check the results in the folder's directory, and you will see that multiple folder names have had text inserted according to the same rule. The processing result in the example shows the "ABC" identifier uniformly appearing in the middle of folder names, indicating the batch operation has taken effect.
Common Questions and Precautions
1. Does batch inserting text change the contents of files inside the folder?
No. This article demonstrates folder name processing, which changes the folder's name itself, and does not modify the contents of files like Word, docx, doc, Excel, xlsx, PDF, PPT, or images stored inside. If filenames inside the folder also need batch modification, you need to use file name-related functions separately.
2. Is inserting text at a fixed position suitable for all folders?
Not necessarily. Position-based insertion is suitable for folders with relatively uniform name structures. If some folders start with a 3-digit number, others with a date, and others have no fixed format, the same position might not work for all. In such cases, you can first organize the name structure or process directories with different rules in batches.
3. Can the inserted text include hyphens, underscores, or Chinese characters?
You can fill in normal text and common separators based on naming needs, but special characters not allowed by the operating system in folder names should be avoided. Common content like hyphens, underscores, Chinese characters, English letters, and numbers can usually be used for office directory naming.
4. What if the processing result is not the desired format?
It is recommended to copy a small subset of folders for testing before batch renaming. Since batch processing affects multiple records in one go, testing helps you confirm the insertion position and text are correct. Keeping a backup is a safer practice before processing important data officially.
5. Why not use the system's built-in rename function directly?
The system's built-in rename is suitable for a small number of folders or simple numbering, but for the regularized batch operation of "inserting text at a fixed position in the middle of a name", the manual method is inefficient. The batch processing tool in office software can turn repetitive actions into a one-time parameter setting, making it more suitable for large-scale directory organization.
Summary: Turn Repetitive Renaming into One Batch Process
Batch inserting text in the middle of folder names may seem like a small requirement, but it is very common in data archiving, project delivery, course management, and departmental collaboration. Manual processing is not only time-consuming but also prone to format inconsistencies. Through HeSoft Doc Batch Tool , users can select "Insert text in folder names" under the "Folder Name" category, add folders, set the insertion position and content, and then complete the processing following the wizard.
The value of this method lies in its ability to transform numerous repetitive renaming actions into a single rule setup, making folder naming more unified, data structures clearer, and subsequent searching, sorting, and sharing more efficient. If you are organizing a batch of project folders, course folders, or office document archive directories, you can first test the insertion effect with a few samples and, after confirming it's correct, batch process all folders.