When a large number of Word documents need to have year, serial number, or version information uniformly added, the most troublesome part is not typing a few characters, but accurately inserting them at the same position in each filename, without missing any files or disrupting the original naming structure. This article focuses on the office need of "inserting text at a specified position in filenames in bulk," and combines the operation interface of HeSoft Doc Batch Tool to demonstrate how to batch rename multiple docx files from names like Report_Analysis to standardized names like Report_2025_Analysis.
When a folder contains many Word documents that need to be renamed uniformly, many people's first instinct is to manually rename them: select the file, press F2, move the cursor, enter the year or number, and press Enter. This method works for a small number of files, but as the number increases, problems quickly arise: the cursor position is easily misplaced, filename separators are easily omitted, extensions may be accidentally deleted, and some files might be changed while others are forgotten.
The office scenario described in this article is: batch insert text at a specified position in filenames. The example uses a batch of docx files with names like Report_Analysis.docx, Report_Data.docx, Report_Details.docx. The goal is to uniformly insert "2025" after "Report_", transforming the files into formats like Report_2025_Analysis.docx, Report_2025_Data.docx. Using HeSoft Doc Batch Tool , this can be completed in one go with batch rules, eliminating the need to open or rename each file individually.
Applicable Scenarios: Why Insert Text at a Specific Position in Filenames
A filename is not just a display name; it is also an important basis for subsequent searching, archiving, sorting, and collaboration. For roles in administration, human resources, finance, project management, and sales support, the degree of filename standardization often directly affects the efficiency of finding files.
The following situations are suitable for using the "Insert text in filenames" function:
- Annual Archiving: Uniformly add years like 2025 or 2024 to a batch of reports, summaries, plans, and review documents.
- Project Material Organization: Insert project codes such as P001, Client A, East China Region, etc., into the middle of filenames.
- Contract and Quotation File Management: Add batch numbers or client numbers to files like contracts, quotations, and supplementary agreements.
- Version Differentiation: Insert V1, V2, Final Version, Revised Version in filenames to avoid mixing different versions.
- Batch Processing Word Documents: Suitable for adjusting filenames of Word files like docx and doc, and can also be used for other common office files, as long as the goal is to modify the file names.
If you only need to add uniform content to the beginning of filenames, use Add Prefix; if you need to add content to the end, use Add Suffix. However, the requirement in this example is more precise: the text must be inserted at a specific position in the middle of the filename. In this case, using "Insert text in filenames" better meets the actual need.
Effect Preview: From Report_Analysis to Report_2025_Analysis
First, look at the folder before processing. The screenshot shows a group of Microsoft Word Document files with the extension .docx. They all share the same starting prefix "Report_", followed by different English descriptions such as Analysis, Data, Details, Draft, Insights, etc. The area marked by the red box is the position where the new text will be inserted.
The common feature of the filenames before processing is a uniform prefix but missing year information. For archiving purposes, Report_Analysis.docx alone does not necessarily indicate which year's analysis report it is. If reports from multiple years are mixed, subsequent retrieval becomes difficult.
After processing, all filenames have "2025" added at the same position. The red box area shows the newly added text appearing uniformly in the middle of each filename, and each file still maintains its original Word document type.
The benefit of this processing effect is very intuitive: the original latter part is not overwritten, the file extension remains unchanged, and a uniform identifier is added at the predetermined position. For a batch of files with similar structures, this is more stable than manual modification and more suitable for repeated use.
Operation Steps: Batch Insert Text in the Middle of docx Filenames
Next, follow the actual interface shown in the screenshots to explain how to complete the entire operation. The interface of HeSoft Doc Batch Tool adopts a step-by-step process, suitable for office users unfamiliar with batch processing commands.
Step 1: Find the File Name Related Function on the Main Interface
After opening HeSoft Doc Batch Tool , the left side is the function navigation area. Since the target of this processing is "File Name", click File Name on the left. The right side will display function cards related to batch filename processing.
Among the function cards, find 2. Insert Text in Filenames. The description of this function is "Batch insert text at a certain position in the filename", which completely matches the current requirement. Click this card to enter the function page.
The key to this step is not setting specific rules, but selecting the correct function. Filename processing tools usually include various capabilities such as replace, add prefix/suffix, delete text, and case conversion. If the goal is to add text in the middle, you should choose "Insert Text in Filenames", not "Add Prefix and Suffix to Filenames".
Step 2: Import the Files to be Renamed
After entering the function page, the page title is "Insert Text in Filenames". The process bar shows you are currently at Step 1: Select records to process. There are two main import entries in the upper right corner: Add Files and Import Files from Folder.
If all files to be processed are in the same folder, it is recommended to use "Import Files from Folder", which allows you to add multiple docx documents from the folder to the list at once. If you only want to process a few of them, use "Add Files" to select.
After importing the files, the software lists file information in a table, including sequence number, name, path, extension, creation time, modification time, etc. In this example, you can see 10 records, all with the extension docx, indicating the Word documents to be processed have been successfully added. The "Record count: 10" at the bottom helps users confirm the quantity.
For this step, it is recommended to focus on checking three things:
- Is the number of files correct and consistent with the planned quantity?
- Are the file paths correct, to avoid mistakenly selecting files from other folders?
- Do the file extensions meet expectations, for example, docx in this case?
If you find files imported that do not need processing, you can use the delete icon in the operation column on the right side of the list to remove them, or use "Clear" and re-import.
Step 3: Fill in the Insertion Position and Insertion Text
After confirming the file list, click Next Step at the bottom to enter Step 2 "Set Processing Options". This is the core of the entire batch renaming rule.
There are two input items on the page:
- Position: Determines at which position in the filename the text is inserted.
- Text to Insert: Determines the specific content to be inserted.
In the screenshot example, the "Position" input is 7, and the "Text to Insert" input is 2025. The final effect is to uniformly add a year identifier in the middle of the original filenames. For filenames like "Report_Analysis.docx", the insertion position should be judged based on the fixed prefix "Report_". As long as all files start with the same prefix, the same position can be used for batch processing.
When setting the insertion text, different content can be entered according to your file naming conventions. For example:
- Enter "2025" for annual file archiving.
- Enter "Project A" to distinguish project materials.
- Enter "V2" to distinguish the second version of files.
- Enter "Reviewed" to mark the review status.
- Enter "Client ID 001" for client data classification.
It is important to note that the inserted text will directly become part of the filename, so it should be clear, concise, and compatible with system file naming habits. Do not arbitrarily add unnecessary special characters, as this may affect subsequent synchronization, compression, or cross-platform use.
Step 4: Continue to Set Save Location and Execute Batch Processing
After setting the position and text, continue clicking "Next Step". The next stages in the process bar are "Set Save Location", followed by "Start Processing". Although the screenshots don't show the specific fields for the last two pages, the process names clearly indicate that the software will guide the user to set the save method for the processing results and execute the batch process in the final step.
For important files, it is recommended to keep a backup of the original files before processing, or to verify the rules with a small number of test files first. Batch renaming is highly efficient, and if the position is set incorrectly, it will quickly affect all files. Therefore, before officially clicking start processing, double-check:
- Does the file list only contain the files that need to be processed?
- Is the insertion position correct?
- Is the spelling of the insertion text correct?
- Does the save location meet your archiving requirements?
After processing is complete, return to the folder to check the results. If the filenames have changed to the expected format like "Report_2025_Analysis.docx", it means the batch text insertion was successful.
Common Questions and Precautions
1. Can both doc and docx files be processed this way?
The screenshot example in this article uses docx files. Since this function processes file names, not Word document content, the approach for batch adjusting filenames of Word files like doc and docx is the same. In actual operation, base it on the files displayed in the software's import list.
2. Will inserting text affect the file content?
No. The goal of this function is to batch modify filenames, not to open or edit the main body content of Word documents. The file content, formatting, page count, images, tables, etc., will not change because text is inserted into the filename.
3. How to avoid inconsistent insertion positions?
The best way is to first observe the filename structure. If all files start with the same prefix, such as "Report_", then the same position can usually be applied. If filename prefixes vary in length, it is recommended to process in batches or use other filename organization methods to unify the format first.
4. Can Chinese characters be inserted?
From the functional logic, the "Text to Insert" is used to fill in the content to add to the filename, typically supporting years, English, numbers, or Chinese identifiers. However, in actual office work, it is recommended to use text that conforms to the team's naming conventions, avoiding overly long content or special symbols unsuitable for filenames.
5. Why is it recommended to backup first?
The advantage of batch processing is speed, but the risk also lies in its "speed". If the rules are set correctly, it saves a lot of time; if set incorrectly, it can generate a batch of filenames that do not meet expectations in one go. It is recommended to backup important data first or verify with test files.
Summary: Batch Inserting Text Makes File Naming More Standardized
Uniformly inserting text at a specified position in filenames is a very practical type of batch renaming need. Compared to manual one-by-one modification, using HeSoft Doc Batch Tool can turn repetitive operations into rule-based processing: first select "Insert Text in Filenames", then import Word, docx, or other office files, set the insertion position and content, and finally complete saving and processing according to the process.
For those who need to organize files long-term, standardizing filenames not only makes folders tidier but also improves search, archiving, and collaboration efficiency. If you have a batch of files that need unified year, project number, version number, or department identifiers added, you can follow the method in this article to first test with a few files, then apply batch processing to the full folder, thus completing office file organization more safely and efficiently.