When multiple Word, docx, or doc documents share similar naming conventions but need to have a year, project number, version number, or department identifier uniformly added in the middle of the filename, manually renaming them one by one is not only time-consuming but also prone to missed edits, misalignment, and accidental deletion of extensions. This article uses the batch insertion of "2025" into files such as "Report_Analysis.docx" as an example to introduce how to use HeSoft Doc Batch Tool to uniformly insert text at a specified position, helping users quickly standardize a large number of filenames.
In daily office work, many files are not named according to final archiving rules from the beginning. For example, a batch of Word report files were originally named Report_Analysis.docx, Report_Data.docx, Report_Summary.docx, and later a year needs to be uniformly added after "Report_", making them Report_2025_Analysis.docx, Report_2025_Data.docx, Report_2025_Summary.docx. If there are only two or three files, manual modification is acceptable; but if there are dozens or hundreds of docx or doc documents, renaming them one by one is very inefficient and prone to misplacing underscores, file extensions, or original keywords.
The problem this article aims to solve is: How to batch insert specified text in the middle of many file names. Using screenshot examples, we will use the "Insert Text in File Name" feature of the office software HeSoft Doc Batch Tool to uniformly insert "2025" into the names of multiple Word documents. This method is suitable for batch modifying file names, batch adding years to file names, and batch inserting project numbers, batch numbers, version numbers, etc. at specified positions in file names. Its core value is reducing repetitive work and improving file organization and archiving efficiency.
Applicable Scenarios: Which files are suitable for batch text insertion in the middle of names
"Batch inserting text in the middle of file names" seems like a very small operation, but it is very common in actual office work. Especially when file names have a unified structure, the efficiency advantage of batch processing is very obvious.
Common scenarios include:
- Adding years to report-type Word documents: For example, batch changing Report_Analysis.docx to Report_2025_Analysis.docx.
- Adding project numbers to project materials: For example, inserting "PJT001" in the middle of "Contract_ClientA.docx" to form a more standardized archive name.
- Adding version numbers to multiple plans, minutes, and summaries: For example, inserting text like "V2", "Final Version", "Revised Version" in the file name.
- Adding identifiers to files organized by department, month, or batch: For example, inserting "FinanceDept", "2025Q1", "Batch1" between the first and second parts of the file name.
- Batch processing doc, docx, and other Word documents: Also suitable for PDF, Excel, PPT, text files, etc. with consistent naming rules, as long as the goal is to modify the file name, not the file content.
If such tasks rely on manual operation, it usually requires opening a folder, selecting a file, pressing F2, moving the cursor, typing text, confirming, and then repeating for each file. HeSoft Doc Batch Tool , as a batch processing software designed for office scenarios, can centrally configure these repetitive actions, processing multiple files at once and reducing errors caused by manual input.
Effect Preview: File name changes before and after processing
Before the formal operation, let's look at the processing effect of this example. Before processing, there were 10 Microsoft Word Document files in the folder, all starting with "Report_", followed by different content like Analysis, Data, Details, Draft, Insights, Metrics, Overview, Plan, Review, Summary. The screenshot's red box marks the position where text needs to be inserted, which is after "Report_" and before the subsequent name.
Examples of file names before processing include:
- Report_Analysis.docx
- Report_Data.docx
- Report_Details.docx
- Report_Draft.docx
- Report_Summary.docx
After processing, each file name has "2025" inserted at the same position, retaining the original latter part and the .docx extension. That is, the software does not replace the entire file name but inserts a new piece of text at a specified character position.
Examples of file names after processing become:
- Report_2025_Analysis.docx
- Report_2025_Data.docx
- Report_2025_Details.docx
- Report_2025_Draft.docx
- Report_2025_Summary.docx
From the effect, it can be seen that batch inserting text is very suitable for processing file names with "same prefix, different suffixes". As long as the insertion position is consistent, all files can be renamed in one go.
Operation Steps: Using office software to batch insert "2025" in the middle of file names
Following the screenshot order, here is how to perform batch text insertion in HeSoft Doc Batch Tool . The operation idea can be summarized in four steps: select function, import files, set insertion position and text, set save location and start processing.
Step 1: Enter the "File Name" category and select "Insert Text in File Name"
After opening HeSoft Doc Batch Tool , you can see multiple office file processing categories in the left navigation bar, such as "File Name", "Folder Name", "File Organization", "Word Tools", "Excel Tools", "PowerPoint Tools", "PDF Tools", "Text Tools", "Image Tools", etc. Since this task is batch modifying file names, select the left-side File Name category.
Under the "File Name" category, the interface displays several functional cards related to file name processing, including "Find and Replace Keywords in File Names", "Insert Text in File Name", "Add Prefix and Suffix to File Names", "Delete Text from File Names", etc. This time we need to insert "2025" in the middle of the file name, so choose the second item, Insert Text in File Name.
The purpose of this step is to enter the correct batch rename function module. After selecting the function, the software enters the "Insert Text in File Name" task page, where you can subsequently add files to process and configure insertion rules.
Step 2: Add Word files to be batch processed
After entering the "Insert Text in File Name" page, the top of the interface shows the current task name, and the progress bar shows several stages: Select records to process, Set processing options, Set save location, Start processing. The first step is to import files. The screenshot shows Add Files and Import Files from Folder buttons at the top right.
If there are few docx or doc files to process and they are scattered in different locations, you can click "Add Files" to select them one by one; if all files are in the same folder, using "Import Files from Folder" is more convenient. In this example, the software has imported 10 Word documents, and the list shows file serial number, name, path, extension, creation time, modification time, and operation column.
The expected result of this step is: all files to be processed appear in the list, and the record count matches the actual number of files to process. The bottom of the screenshot shows "Record Count: 10", indicating that all 10 docx documents for this task have been successfully added.
After importing files, it is recommended to quickly check if the file names and paths are correct. If a file does not need processing, you can remove it via the delete icon in the operation column; if imported incorrectly, you can also use "Clear" on the interface to re-add. This avoids batch renaming of unrelated files together.
Step 3: Set the insertion position and the text to insert
After confirming the file list is correct, click Next at the bottom of the page to enter "Set Processing Options". On this page, you can see two required fields: Position and Text to insert.
In this example, "Position" is filled with 7, and "Text to insert" is filled with 2025. The meaning here is: insert the text "2025" at the 7th position of the file name. Understanding with the example file name "Report_Analysis.docx", the prefix "Report_" has exactly 7 character positions; after insertion, the file name becomes "Report_2025Analysis.docx" or, following the original underscore structure in the file, forms the clear year identifier "Report_2025_Analysis.docx" shown in the screenshots. The screenshots before and after processing show this batch of files retained a separator after "Report_" and before subsequent English words, resulting in a clean year identifier.
In actual use, the position value is critical. It determines where the new text is inserted into the file name. If your file name prefixes have different lengths, you need to confirm whether these files are suitable for using the same position rule; if the file name structure is completely inconsistent, it is recommended to standardize the file names first or process them in batches.
"Text to insert" can be a year, month, project number, department name, version number, etc. For example:
- Insert "2025": for annual reports, annual summaries, annual archiving.
- Insert "Q1": for organizing quarterly materials.
- Insert "V2": for version differentiation.
- Insert "FinanceDept": for departmental file classification.
- Insert "ContractNoA001": for archiving contracts, quotations, acceptance forms, etc.
After setting, click "Next" to continue. At this point, the software knows which files to operate on, and where and what text to insert in the file names.
Step 4: Set the save location and start batch processing
In the progress bar, "Set Processing Options" is followed by "Set Save Location", and finally "Start Processing". Although the current screenshot does not show the specific controls of the save location page, the software flow indicates that the user needs to continue following the page prompts to set the save location for the processing results, and then enter the start processing phase.
It is recommended to choose an appropriate save method based on actual office needs. For important files, it is advisable to save to a new location or prepare a backup first, and then use them for formal archiving after confirming the batch rename results meet expectations. Batch file name processing operations usually affect multiple files at once, so confirming the save location beforehand helps reduce the risk of operational errors.
After completing the save location setting, continue to "Start Processing". The software will batch insert "2025" into the names of all imported files according to the previously configured rules. After processing is complete, go back to the folder to view, and you will see the file names have changed from formats like "Report_Analysis.docx" to formats like "Report_2025_Analysis.docx".
FAQ and Precautions
1. How to determine the insertion position?
The insertion position is determined by the character order of the file name. Taking "Report_Analysis.docx" as an example, if you want to insert the year after "Report_", you need to confirm the length of the "Report_" prefix. For batch operations, it is best if all file prefixes have the same length, so a single position value can apply to all files.
2. Will the Word document content be modified?
This function processes file names, not the body content of Word documents. That is, it will not modify the text, headers/footers, tables, or images inside docx or doc files; it only adjusts the file names according to the rules.
3. Will the file extension be changed?
From the screenshot effects, the files are still Microsoft Word Documents before and after processing, and the extension remains .docx. Therefore, under normal use of the feature's settings, the goal is to modify the main part of the file name, not to change the docx extension to another format. During operation, it is still recommended not to set the insertion position into the extension area to avoid affecting file recognition.
4. What if the file name lengths are inconsistent?
If only the latter part is inconsistent but the prefix is consistent, for example, all starting with "Report_", then the same insertion position can be used. If the prefix lengths also differ, for example, some are named "Report_" and some "MonthlyReport_", it is recommended to process them in batches, setting different positions accordingly.
5. Do I need to back up before batch processing?
For important materials, it is recommended to first copy a test file or verify the rules on a small number of files. After confirming the position and text insertion are correct, process the complete folder. Batch renaming is highly efficient, but it also means incorrect rules will quickly affect multiple files, so checking and backup are very necessary.
Summary: Using batch processing tools makes file naming standardization more efficient
Batch inserting text in the middle of file names is a very practical office operation in file organization, material archiving, project delivery, and annual summarization. Through HeSoft Doc Batch Tool , the repetitive labor of renaming one by one can be transformed into a single import, a single setup, and a single process. Whether it is Word documents, docx files, or other office files that need unified naming rules, as long as the file name structure is suitable for batch rules, significant time can be saved.
If you are organizing a large number of reports, plans, contracts, minutes, or project materials and need to uniformly add a year, number, or version information in the middle of file names, it is recommended to operate according to the steps in this article: first enter the "File Name" category, select "Insert Text in File Name", then add files, set the insertion position and content, and finally complete the save location setting and start processing. This not only improves efficiency but also makes file naming more standardized, clear, and easy to search.