This article explains how to use the batch file renaming feature in office software to replace varying numbers in multiple Word .docx filenames with a uniform year using wildcard regular expressions. In the example, filenames like EnglishVocabulary2468.docx and ExamReview5820.docx have different numbers at the end, making them prone to errors if manually modified one by one. With the "Find and Replace Keywords in File Names" feature of HeSoft Doc Batch Tool , you can use \d{4} to loosely match four-digit numbers and uniformly replace them with -2026, thereby quickly standardizing a large number of filenames.
When organizing learning materials, project documents, exam review notes, or annual archiving files, a very typical problem often arises: the main content of a filename follows a pattern, but there is a varying string of numbers mixed in. For example, Word filenames might be EnglishVocabulary2468.docx, ExamReview5820.docx, LearningGoals3091.docx, and the numbers differ for each file. If you only need to modify one or two files, manual renaming is acceptable; but if dozens or hundreds of doc, docx documents need these random numbers changed to a uniform year, manual operation is not only time-consuming but also prone to omissions, errors, or accidental deletion of extensions.
This article addresses the batch renaming problem where "keywords in filenames are not completely identical but follow the same pattern." With the "Find and Replace Keywords in Filenames" feature in office software like HeSoft Doc Batch Tool , you can use a regex-like formula for fuzzy search, employing \d{4} to match the four-digit numbers in filenames and then replace them uniformly with -2026. This allows you to batch-rename multiple Word documents into a more standardized naming format, reducing repetitive work and improving file archiving efficiency.
Applicable Scenarios: Which Filenames Are Suitable for Batch Replacement Using Wildcard Regex
This method is suitable for handling situations where "a filename has a fixed structure, but a certain part of its content is not fixed." For instance, filenames ending with random numbers, old years, batch numbers, serial numbers, version numbers, or those that automatically have a string of meaningless numbers appended after being exported from a system. For Word documents, common extensions include docx and doc; for other office files, they might also be xlsx, pptx, pdf, txt, etc. As long as what needs to be modified is the text within the filename, not the file content itself, the batch find-and-replace method can be considered for processing.
From the screenshot example, the processing targets are a group of docx files. The main parts of the filenames are EnglishVocabulary, ExamReview, LearningGoals, MathNotes, StudyPlan, followed consecutively by four-digit numbers. The goal is not to keep the original numbers like 2468, 5820, 3091, but to uniformly replace them with -2026, making the filenames look like annually archived material names.
Effect Preview: Filename Changes Before and After Processing
Before processing, multiple Word filenames all contained different four-digit numbers. These numbers lacked a unified meaning and affected sorting, searching, and archiving within the filenames. Examples include EnglishVocabulary2468.docx, ExamReview5820.docx, LearningGoals3091.docx, MathNotes1357.docx, StudyPlan2024.docx. Although they are all docx files, the numbers in the filenames are different; if replaced one by one, you would need to determine the position of the number in each filename individually.
After processing, the originally different four-digit numbers are all replaced with the uniform -2026, resulting in EnglishVocabulary-2026.docx, ExamReview-2026.docx, LearningGoals-2026.docx, MathNotes-2026.docx, StudyPlan-2026.docx. As can be seen, the file extension .docx is preserved, the main part of the filename remains unchanged, and only the matched four-digit numbers are uniformly replaced with the specified text.
Steps: Batch Replacing Numbers in Filenames with HeSoft Doc Batch Tool
Step One: Enter the Filename Tool and Select the Find and Replace Function
After opening HeSoft Doc Batch Tool , select "Filenames" from the function categories on the left. Under this category, you will see multiple function cards related to filename processing, such as Insert Text, Add Prefix/Suffix, Case Conversion, Delete Text from Filenames, etc. Here, what we want to do is replace a segment of numbers in the filenames with a unified year, so we should choose "Find and Replace Keywords in Filenames". The purpose of this function is to perform batch find and replace at the filename level, without needing to open Word documents or modify the document body content.
Step Two: Add Word Files for Batch Processing
After entering the function page, the interface proceeds to Step 1: "Select records to process". You can add multiple docx files to the list via "Add Files", or you can use "Import Files from Folder" to import files from a specific folder all at once. The screenshot shows 5 Word documents already imported, and the table displays information such as sequence number, name, path, extension, creation time, and modification time, making it convenient to verify the files are correct before processing.
The key in this step is to verify the file list. It is recommended to focus on the "Name" and "Path" columns to confirm that the target files are imported, not other files with the same or similar names. For batch renaming tasks, the more careful the upfront verification, the less likely errors will occur later. After confirming the record count is correct, click "Next" at the bottom to enter the processing option settings.
Step Three: Select Formula Fuzzy Find and Enter the Regex Wildcard Expression
In Step 2 "Set Processing Options", you need to set the keyword search method. The screenshot shows under "Search Mode" there are "Exact Text Search" and "Formula Fuzzy Text Search" options. In this example, we want to match four-digit numbers across different filenames, not a specific fixed number, so "Formula Fuzzy Text Search" should be selected. This type of setting can be understood as using rules to match text, suitable for handling filename segments that are not identical but follow a consistent format.
Enter \d{4} in the "Keywords to Find" list on the left. Typically, \d represents a digit, and {4} means appearing 4 consecutive times, so \d{4} can match the four-digit numbers in filenames, such as 2468, 5820, 3091, 1357, 2024, etc. Enter -2026 in the "Replacement Keywords" list on the right, indicating that the matched four-digit numbers should be uniformly replaced with -2026. After this process, the original filename main body and extension will be preserved, and the matched numbers in between will be replaced with the new year text.
Step Four: Proceed to Save Location and Start Processing
After setting the find content and replacement content, continue clicking "Next". In the process flow at the top of the interface, you can see subsequent steps for "Set Save Location" and "Start Processing". For batch renaming tasks, setting the save location is very important: if the software provides options to keep the original location or save to a specified location, you should confirm based on your file management habits. Regardless of the method chosen, it is recommended to ensure the files are not opened by Word before formal processing to prevent file occupation from causing renaming failures.
After entering the "Start Processing" step, execute the batch processing according to the interface prompts. Once completed, return to the folder to check the results, confirming whether the filenames have changed from random four-digit numbers to the uniform -2026. As seen in the post-processing screenshot, the 5 docx documents have all been renamed according to the same rule.
Common Questions and Considerations
1. Does \d{4} match all four-digit numbers?
Yes, in this type of fuzzy search scenario, \d{4} means matching four consecutive digits. Therefore, any four consecutive digits in a filename may be replaced. If some filenames contain four-digit numbers you do not want changed, such as course numbers, contract numbers, or date fragments, you need to filter the files first or adjust the matching rules to avoid incorrect replacement.
2. Why is there an extra dash when replacing with -2026?
Because there is no separator before the number in the original filename, e.g., EnglishVocabulary2468.docx. If directly replaced with 2026, the result would be EnglishVocabulary2026.docx; this example aims for clearer separation between the main body and the year, so the replacement content is written as -2026, ultimately resulting in EnglishVocabulary-2026.docx.
3. Will it modify the content of the Word documents?
The tool used in this article is "Find and Replace Keywords in Filenames" under the "Filenames" category. The processing subject is the filename, not the Word body content. Therefore, it is suitable for standardizing doc, docx filenames, not for modifying the text within the documents. If you need to process the document body, you should select the appropriate Word tools, not the filename tool.
4. Is a backup needed before batch renaming?
Batch processing filenames will affect the identification method of multiple files. It is recommended that when using regex wildcards for the first time or when unsure if the expression is accurate, first copy a test folder for a trial run. After confirming the rules are correct, process the formal files. Especially when the number of files is large and the naming rules complex, a backup can effectively reduce the risk of operational errors.
Summary: Replace Manual Renaming with Rules to Improve Document Organization Efficiency
Through HeSoft Doc Batch Tool , Word filenames that originally required individual modification can be batch-processed. In the example in this article, you only need to select "Find and Replace Keywords in Filenames", import the docx files, use "Formula Fuzzy Text Search", enter \d{4}, and replace them with -2026, to uniformly change the random four-digit numbers in multiple filenames into a year format. For study materials, annual reports, project documents, batch downloaded files, and system-exported files, this method can significantly reduce repetitive work, making file naming more consistent and easier to search and archive. It is recommended to test the rules with a small number of files before actual processing, and only perform batch execution after confirming correctness.