When archiving files, it is often necessary to add the year, serial number, batch, or version number into the middle of existing file names. Compared to manually renaming them one by one, using batch processing office software can more accurately insert the specified text into the same position of multiple file names. This article takes a batch of Word docx report files as an example to demonstrate how to uniformly add 2025 to file names using the "Insert Text into File Name" feature of HeSoft Doc Batch Tool , improving the efficiency of data organization.
Many office files are named temporarily when created, such as "Report_Analysis.docx", "Report_Data.docx", "Report_Overview.docx". Only when the project ends, annual archiving, or material handover occurs, do users realize these names lack critical information: no year, no batch, no version number, and they are not easy to distinguish from other materials. If you need to uniformly add "2025" to the middle of filenames at this point, manual processing would be very cumbersome.
This article will focus on a typical requirement: batch adding years, numbers, or version numbers to the middle of filenames. In the example, we change the names of multiple Word documents from the "Report_Analysis.docx" format to the "Report_2025_Analysis.docx" format in bulk. The entire process is completed using HeSoft Doc Batch Tool , a batch document processing software designed for office scenarios, suitable for handling filenames, folder names, and repetitive operations related to common office documents.
Applicable Scenarios: What Problems Can Batch Adding Years, Numbers, and Version Numbers Solve
Filenames are the primary index for office material management. A file with a standardized naming convention allows you to generally know its year, project, version, or department without opening its content. Conversely, if filename information is insufficient, subsequent retrieval will rely on human memory, which is very inefficient.
The following scenarios are particularly suitable for batch inserting text into the middle of filenames:
- Annual Report Archiving: Change "Report_Analysis.docx" to "Report_2025_Analysis.docx" for easy retrieval by year.
- Project Delivery Material Organization: Insert project codes into filenames, such as "P2025", "Project A", "Client A".
- Multi-version File Distinction: Insert version information like "V1", "V2", "Final Draft" into proposals, contracts, and presentation materials.
- Batch Material Management: Insert batch markers such as "Batch 1", "Batch 2", "Q1", "Q2" into filenames.
- Batch Naming of Word Documents: Suitable for uniformly adjusting filenames like docx and doc, reducing manual renaming operations.
If an enterprise or team has already established a naming convention, such as "Type_Year_Subject.docx" or "ProjectNumber_Year_Description.docx", batch inserting text can help quickly organize historical files into a unified format.
Effect Preview: Filename Comparison Before and After Batch Processing
Before processing, there are 10 Word documents in the folder named Report_Analysis.docx, Report_Data.docx, Report_Details.docx, Report_Draft.docx, etc. Their commonality is that they all start with "Report_", but lack a year in the middle. The red box in the screenshot indicates the position where text is prepared to be inserted in bulk.
Although the naming convention before processing could express the file subject, it failed to indicate the year. If reports from 2024, 2025, or other years were stored in the same folder, it would be very easy to confuse them. Therefore, we wanted to add "2025" at a fixed position.
After processing, "2025" was added to each filename while retaining the original subject words and the .docx extension. As shown in the result screenshot, the filenames have been uniformly changed to formats like Report_2025_Analysis.docx, Report_2025_Data.docx, Report_2025_Details.docx.
From the comparison, it can be seen that batch processing did not disrupt the file order or change file types; it inserted the same text at the same position in each filename. This is the value of a batch renaming tool compared to manual operation: unified rules, consistent results, and faster speed.
Operation Steps: Batch Inserting the Year 2025 into the Middle of Filenames
Below, using HeSoft Doc Batch Tool in the screenshots as an example, we detail how to complete the setup. Even if you are not inserting a year but a number, version number, or department name, the operation method is basically the same; you just need to replace the "text to insert".
Step 1: Open the Software and Select "Insert Text into Filename"
After launching HeSoft Doc Batch Tool , first select File Name in the left function bar. This category centrally houses batch processing capabilities related to filenames, such as replacing keywords, inserting text, adding prefixes/suffixes, adding parent folder names, and deleting text from filenames.
In the function card on the right, select 2. Insert text into filename. This function card is highlighted in the screenshot, indicating it is the tool used for "batch inserting text at a certain position in the filename".
The expected result of this step is to enter the corresponding task page. Choosing the correct function is very important because "Add Prefix and Suffix" can only add content to the beginning or end of filenames, whereas this requirement involves inserting text into the middle of the filename, so "Insert text into filename" should be used.
Step 2: Add Files or Import Files from a Folder
After entering the "Insert text into filename" page, you are first in the "Select records to process" stage. There are two buttons at the top right of the page: Add Files and Import Files from Folder.
If your files are already gathered in a single folder, it is recommended to click "Import Files from Folder" to import multiple files at once. If files are scattered in different directories, you can select specific files via "Add Files". In the screenshot example, 10 docx files have been imported, and the list displays their names, paths, extensions, creation times, and modification times.
After importing, do not rush to the next step. It is recommended to check the file list first:
- Confirm whether all filenames are objects requiring batch processing.
- Confirm whether extensions are correct, e.g., all are docx in this example.
- Confirm whether the record count matches the actual number of files.
- If there are files that do not need processing, they can be deleted via the operations column.
Although this check only takes a few dozen seconds, it can prevent accidentally modifying unrelated files during batch processing. For a large number of office files, confirmation before processing saves more time than rework after processing.
Step 3: Set the Insertion Position
After confirming the files are correct, click the Next button at the bottom of the page. After entering "Set processing options", you will see the "Position" input box. In the screenshot, the position is filled in as 7.
"Position" tells the software where the new text should be inserted in the filename. Taking the example filename "Report_Analysis.docx", the goal is to add the year after "Report_". Since this batch of files all share the same prefix, the same position value can be used uniformly. Thus, during batch processing, the software will insert text into each file based on the same rule.
When setting the position, pay attention to two points. First, the position should be determined based on the main body of the filename; do not place the insertion point into the extension area. Second, batch files ideally should have the same naming structure. If some files are "Report_Analysis.docx" and others are "Annual_Report_Analysis.docx", their prefix lengths differ, and the same position may not yield consistent results; grouping for processing is recommended.
Step 4: Enter the Text to Insert
In the "Text to insert" input box, enter the content to be added in bulk. The example uses 2025, indicating the addition of a year identifier to each filename.
Different content can be entered here according to actual needs. Common inputs include:
- Year: 2025, 2024, 2023
- Quarter: Q1, Q2, Q3, Q4
- Version: V1, V2, Final Version, Revised Version
- Department: Marketing Department, Finance Department, HR Department
- Project Number: P001, XM2025, Client A
If your team's file naming convention requires underscores, hyphens, or other separators, they can be considered in the inserted text. For example, some conventions might use "2025_" or "-2025-". However, the specific input should be combined with the original filename structure to avoid duplicate or missing separators.
Step 5: Set the Save Location and Start Processing
After filling in the position and text, continue by clicking "Next". The progress bar shows subsequent stages: "Set save location" and "Start processing". After setting the save location according to the software page prompts, you can enter the final processing stage.
Although the screenshot does not show the details of the save location page, it is a step that requires careful confirmation during batch file processing. It is recommended to back up important data first, or process a small number of sample files initially. After confirming the output meets expectations, then perform the batch operation on the entire folder.
After starting the process, the software will insert "2025" into the specified position of all imported filenames based on the set rule. Upon completion, returning to the folder, you will see that the processed filenames now uniformly include the year.
Common Questions and Notes
1. What happens if the position is filled incorrectly?
If the position is filled incorrectly, the inserted text may appear in an unintended location, such as in the middle of a word or far from the target separator. Therefore, it is advisable to test with a few files first to confirm the effect is correct before batch processing all files.
2. Can files with different naming structures be processed together?
It is not recommended to process files with significantly different structures in the same task. This function is suitable for files with a "consistent insertion position". If filename prefix lengths differ, you can first group them by naming structure, then set different positions separately.
3. Is it suitable for batch processing Word, Excel, PDF, and other files?
The example in this article is for Word docx files. Since the function target is the filename, not the file content, from a usage perspective, as long as a file can be imported into the list and its name needs modification, it can be processed similarly. Actual operation should be based on the software interface display and supported file types.
4. Should a separator be included when inserting text?
This depends on the original filename. In the example, processing resulted in structures like "Report_2025_Analysis.docx", where the year is clearly separated before and after. In actual use, it is recommended to keep filenames readable, such as using underscores or hyphens to distinguish different fields.
5. What is the most important check before batch renaming?
The most important check involves three items: Are the files selected correctly? Is the position correct? Is the inserted text correct? As long as these three items are confirmed error-free, batch processing usually yields stable results.
Summary: Turning Repetitive Renaming into a One-Time Rule-Based Process
Batch adding years, numbers, or version numbers to the middle of filenames is a very high-frequency need in material organization. Through HeSoft Doc Batch Tool , users do not need to modify filenames one by one. They simply select "Insert text into filename", import the target files, fill in the insertion position and content, then follow the process to set the save location and start processing, completing the naming adjustment for multiple files at once.
For office users who frequently handle Word, docx, doc, reports, contracts, proposals, and project materials, batch renaming not only saves time but also reduces human error, making folder structures clearer and archiving more standardized. It is recommended to verify the rules with a small number of files before formally processing a large volume, confirming the effect before batch execution, which is both efficient and reliable.