Keywords in file names are not always exactly the same. For example, multiple documents may end with different four-digit random numbers. This article introduces a method for bulk fuzzy renaming of files: In HeSoft Doc Batch Tool , select "Find and Replace Keywords in File Names", import the Word documents that need processing, use a formula to fuzzily search for text, enter \d{4} to match four-digit numbers, and then replace them with -2026. This method is suitable for batch organizing office files such as docx and doc, improving the efficiency of file naming standardization.
In daily office work, filename chaos often arises not from a complete lack of rules, but from inconsistent rules. For instance, documents exported from different systems, materials downloaded from cloud drives, or Word files collected from colleagues may contain random numbers or old years in their filenames. One file is named EnglishVocabulary2468.docx, another ExamReview5820.docx, and yet another LearningGoals3091.docx. They belong to the same batch of materials, but because of the differing trailing numbers, they look disorganized and are inconvenient for archiving by year or project.
If relying solely on manual renaming, you need to first open the folder, select files one by one, delete the original numbers, and then type in the new year. When the number of files is large, this repetitive work takes up a significant amount of time. More importantly, manual operation can easily lead to mistakenly deleting part of the filename body, missing a file, or even accidentally changing the file extension. The approach introduced in this article uses the batch filename processing function of HeSoft Doc Batch Tool , employing wildcard regular expressions for fuzzy matching to uniformly replace the different four-digit numbers in filenames with -2026, thereby achieving batch, accurate, and reusable filename keyword modification.
Applicable Scenario: Different Filename Keywords but Consistent Format
"Batch Fuzzy Modify Filenames" is suitable for handling files that cannot be found with a single common fixed text search. For example, a batch of docx documents all end with four-digit numbers, but each number is different; a batch of reports contains old years; a batch of materials carries system-generated serial numbers; or multiple filenames contain identically formatted codes. As long as these contents have describable patterns, you can try using formulas for fuzzy search or regular expression wildcards to match them.
In the example in this article, the target files are all Word documents with the .docx extension. What needs to be replaced is not the meaningful filename body like EnglishVocabulary or ExamReview, but the inconsistent four-digit numbers at the end. The ultimate goal is to replace these numbers with the uniform text -2026, making the filenames more aligned with annual material naming conventions. This method holds strong practical value for doc, docx, document materials, study files, project files, and batch-downloaded materials.
Preview of Results: Chaotic Numbering Before Processing, Unified Naming After
The screenshot before processing below shows 5 Word files. You can see that there is a four-digit number at the end of each filename, and each number is different. The positions marked in red are exactly the parts to be batch-replaced this time. Since these numbers are not the same value, inputting the exact search content one by one would be very tedious; however, they all satisfy the pattern of "consecutive four-digit numbers," making them suitable for unified matching with \d{4}.
The screenshot after processing shows that the original 2468, 5820, 3091, 1357, and 2024 have all become -2026. The filename body remains unchanged, and the .docx extension is also unaffected. This indicates that the batch replacement only acts on the matched filename keywords, rather than rewriting the entire filename. For users who need to organize folders in batches, this kind of result is easier to verify and more in line with office file management habits.
Operation Steps: From Selecting Function to Completing Batch Replacement
Step 1: Open the File Name Category and Enter the Keyword Replacement Function
In the main interface of HeSoft Doc Batch Tool , the left-side menu provides multiple file and document processing categories. Since the task this time is to modify filenames, select "File Name". In the function cards on the right, click "Find and Replace Keywords in File Names". As seen from the function name, its role is to batch-locate a specific segment of text in filenames and replace it with new text. Compared to right-clicking and renaming one by one, this method is more suitable for the unified processing of a large number of files.
Step 2: Import the Files to Process and Confirm the List
After entering the function, you are first in the "Select Records to Process" step. The top of the interface provides options like "Add File" and "Import Files from Folder". If the number of files is small, you can click "Add File" to select specific documents; if all files are concentrated in the same folder, using "Import Files from Folder" will be more convenient.
Once files are added, their names, paths, extensions, creation dates, and modification dates will be listed in a table. In the screenshot, you can see 5 records, all with the .docx extension, located in the same test folder. This check is very important because the batch processing will take effect on the records in the list. It is recommended to confirm that every file indeed needs its four-digit number replaced with -2026 before clicking "Next". If there are files that do not need processing, they should be removed from the list first.
Step 3: Use \d{4} to Fuzzy Match Four-Digit Numbers
After entering "Set Processing Options", first select "Use Formula for Fuzzy Text Search" in the "Search Method". If "Exact Text Search" is selected, it can only replace fixed text, but the numbers in this example are all different, making exact search unsuitable. After selecting formula fuzzy search, you can describe the content you want to find using rules.
Input \d{4} in the "Keywords to Find List" on the left. This expression is used to match consecutive four-digit numbers. The numbers to be replaced in the screenshot—2468, 5820, 3091, 1357, and 2024—all fit this rule. Subsequently, input -2026 in the "Replacement Keywords List" on the right. In this way, when the software processes each filename, it will first find the segment matching \d{4} and then replace that segment with -2026.
The advantage of this setting is that the rule is simple and the coverage scope is clear. Regardless of whether the filename body is in English, Chinese, or mixed characters, as long as there are consecutive four-digit numbers within it, they can be replaced according to the rule. Of course, precisely because it matches any consecutive four-digit numbers, you need to confirm before processing that there are no other four-digit numbers in the filenames that should not be modified.
Step 4: Set the Save Location and Start Batch Processing
After completing the keyword settings, click the "Next" button at the bottom of the interface. Following the workflow prompts, you will need to complete "Set Save Location" and "Start Processing". The purpose of these two steps is to confirm the save method for the processing results and to formally execute the batch task. Before batch renaming, it is advisable to close any open Word documents to prevent the files from being in use. Also, if this batch of materials is important, you can first copy the original folder as a backup.
After execution is complete, return to File Explorer to check the filenames. As long as the results match the post-processing screenshot, it means the rule settings were correct: the random four-digit numbers in the filenames have been uniformly replaced with -2026, and the filename body and .docx extension remain intact.
Common Questions and Notes
1. What is the relationship between formula fuzzy search and regular expression wildcards?
Looking at the interface, this function uses the term "Formula Fuzzy Text Search". In actual operation, users can use syntax similar to regular expressions to describe the content to be matched, for example, \d{4} represents four-digit numbers. For users unfamiliar with regex, mastering a few common rules first can cover many batch filename organization scenarios.
2. Can the replacement content be written as 2026?
It can be set according to naming needs. In this article, it was written as -2026 to ensure there is a separator between the filename body and the year, making the result clearer. If you want a format like StudyPlan2026.docx, you can set the replacement content to 2026. Note that the replacement content will go directly into the filename, so characters not allowed in filenames by the system should be avoided.
3. What if I only want to delete the four-digit numbers?
In the screenshot, the area on the right has a prompt saying "Leave blank means deletion". This means that, in some scenarios, if you fill in \d{4} for the search content and leave the replacement keyword blank, it may achieve the effect of deleting the matched digits. However, the goal in this article is to replace with -2026, so the replacement text must be filled in on the right. Deletion operations have a more direct impact, so it is recommended to test with sample files first.
4. Why should file extensions be checked before processing?
When batch renaming, the file extension is crucial for whether the system and corresponding software can correctly recognize the file. In the example in this article, the extension column showed docx, and after processing, .docx was still retained. In actual operation, do not manually delete or damage the extension, and do not mix unrelated files into the same batch processing task.
Summary: Using Batch Processing Software to Improve File Naming Standardization Efficiency
This article, through a batch replacement example for Word filenames, demonstrated how to use HeSoft Doc Batch Tool to uniformly replace random four-digit numbers in multiple filenames with -2026. The core steps include entering the "File Name" category, selecting "Find and Replace Keywords in File Names", adding the files to be processed, choosing "Use Formula for Fuzzy Text Search", inputting \d{4} and -2026, and completing the save location and start processing steps according to the workflow. Compared to manual renaming one by one, this method is more suitable for organizing large quantities of doc and docx materials, capable of reducing repetitive work and improving office file management efficiency. It is recommended to test the rules with a small number of files before formal batch processing to confirm the effect before applying them to the complete folder.