This article explains how to copy an existing folder into multiple new folders in one go and batch rename them according to a specified name list, such as generating 12 monthly folders from one "New folder" named from 2026-01 to 2026-12. Using the file organization feature of HeSoft Doc Batch Tool , you can avoid the repetitive work of manual copying, pasting, and renaming, making it ideal for office scenarios that require batch directory structure generation, such as finance, administration, project management, and file archiving.
In daily office work, you often encounter this problem: you already have a standard folder, which may contain fixed templates, forms, instruction documents, or directory structures, and now you need to copy it many times based on names like months, projects, customers, stores, or employees. If done manually, you need to constantly copy folders, paste, and rename, which is not only time-consuming but also makes it easy to miss a name or make a typo.
This article aims to solve the problem of "batch copying one folder into many and renaming them." In the example, we will take a folder named New folder and batch copy it into 12 folders: 2026-01, 2026-02, 2026-03, all the way to 2026-12. The operating tool is the office software shown in the screenshot: HeSoft Doc Batch Tool . Its positioning is a file batch processing tool for office scenarios, suitable for handling common data management tasks like folder organization, file naming, Word, Excel, PowerPoint, PDF, text, and images. Its core value is reducing repetitive labor and improving batch processing efficiency.
Applicable Scenarios: Which situations are suitable for batch copying folders and renaming them
Batch copying a folder and renaming it to multiple names seems like a very small operation, but it is very common in real office scenarios. Whenever a fixed directory structure exists in your work, this method is very suitable.
For example, finance staff need to create 12 folders for reimbursements, invoices, or vouchers by month each year; administrative staff need to create the same document directories for multiple departments or employees; project managers need to copy the same set of project document templates for multiple projects; training institutions might need to create uniformly formatted folders for each class or student; e-commerce operations might need to batch generate document directories by store, platform, or campaign.
If these folders are not just empty but already contain fixed subfolders or template files, manually copying them one by one is even more troublesome. Using the "Batch create new folders based on an existing folder" function in HeSoft Doc Batch Tool , you can batch create multiple new folders based on a name list from a single existing folder. The function description in the screenshot also clearly reflects the core use of this feature: batch copy an existing folder into many, supporting custom new names.
Effect Preview: Before processing, only one folder and one name list
Before processing, we prepared an original folder called New folder. The text content next to it lists the desired new folder names, with example names from 2026-01 to 2026-12. This can be understood as: the New folder on the left is the source folder to be copied, and each line of text on the right is the name for the new folder after copying.
This preparation method is very intuitive: the name list can come from Notepad, an Excel spreadsheet, a system-exported list, or text you organized in advance. The key is to have "one name per line." In this example, each line is a monthly directory name, so 12 corresponding folders will be generated in the end.
Effect Preview: After processing, generates 12 folders named by month
After processing is complete, you can see in the file explorer that the original one folder has been batch copied into multiple folders, and each folder has been renamed according to the name list. The screenshot shows the final generation of 2026-01, 2026-02, 2026-03, 2026-04, 2026-05, 2026-06, 2026-07, 2026-08, 2026-09, 2026-10, 2026-11, and 2026-12.
From the results, it can be seen that this method is particularly suitable for creating document directories by month. Compared to manually copying 12 times and then renaming each one, using office software for batch processing can significantly reduce repetitive actions and lower the probability of name input errors. If the name list is larger, such as dozens of customer names or hundreds of project codes, the efficiency improvement will be even more noticeable.
Operation Steps: Using HeSoft Doc Batch Tool to batch copy folders
The following explains the complete operation flow according to the screenshot sequence. As interfaces may vary slightly between different versions, the actual software interface should be taken as the standard during operation. This article only describes steps that are clearly visible or reasonably inferable from the screenshots, and does not invent buttons that do not appear.
Step One: Enter "File Organization" and select the corresponding function
After opening HeSoft Doc Batch Tool , find "File Organization" in the left function bar. On the File Organization page, you can see multiple function cards related to file classification and folder processing. The function to be used this time is the third one: "Batch create new folders based on an existing folder."
The purpose of this step is to enter the functional module specifically for "batch generating new folders based on an existing folder." After selecting this function, the software enters a wizard-style processing flow. The screenshot also shows multiple process nodes at the top of the page, including "Select records to process," "Set processing options," "Set save location," and "Start processing." The advantage of this step-by-step flow is that users can confirm the source folder, naming rules, and save location in sequence, avoiding errors during direct execution.
Step Two: Add the source folder to copy
After entering the function page, it first arrives at the "Select records to process" step. Click "Add Folder" in the upper right to add the original folder to be copied. The example adds New folder, and the software list displays information such as name, path, creation time, and modification time.
The purpose of this step is to tell the software "which folder to use as a template for copying." If your New folder already contains subfolders or fixed files, the subsequently created new folders will be generated in batches based on this existing folder. After adding, check if the folder name and path in the list are correct to confirm no wrong directory was selected. After confirming correctness, click "Next" at the bottom of the page to enter processing option settings.
Step Three: Fill in the new name list
After entering "Set processing options," you can see the "New name list" input area. The example has already input 12 lines of names: 2026-01, 2026-02, 2026-03, 2026-04, 2026-05, 2026-06, 2026-07, 2026-08, 2026-09, 2026-10, 2026-11, 2026-12.
This step is very critical. The name list determines how many folders will be generated in the end and what each folder will be named. It is generally recommended to write one new folder name per line and avoid putting multiple names on the same line. For monthly directories, you can use the format 2026-01 with a leading zero, which sorts more neatly in the file explorer; for project directories, you can use project code plus project name; for customer directories, you can use customer abbreviation or contract number.
Another option can be seen in the screenshot: "Ignore all files, keep only folder structure." Its meaning, taken literally, is to keep only the folder structure during batch creation, without copying file content. Whether to enable it depends on actual needs: if you want the new folders to retain the template files from the source folder, do not enable it casually; if you only need to copy the directory hierarchy without the files inside, you can set it according to the interface prompts.
Step Four: Continue to set the save location and start processing
After filling in the name list, click "Next." According to the flow prompts, there are two subsequent steps: "Set save location" and "Start processing." The save location determines where these new folders will ultimately be generated; starting processing executes the batch copy and rename task.
It is recommended here to choose an output location that is easy to check, such as a test directory on the desktop, or a target folder specifically used for archiving. Before starting processing, reconfirm three pieces of information: whether the source folder is correct, whether the name list is complete, and whether the save location meets expectations. After confirming correctness, continue the execution according to the software interface. After processing is complete, open the save location to view the generated results.
Common Issues and Precautions
1. How should the name list be prepared?
It is recommended to have one name per line. For example, to generate 12 monthly folders, write 12 lines; to generate 30 customer folders, write 30 lines. Names can be organized in advance in a text file or copied from an Excel spreadsheet. Before copying, it's best to check for extra spaces, blank lines, or duplicate names.
2. Can folder names contain special symbols?
Windows folder names cannot contain certain special characters, such as slashes, backslashes, colons, asterisks, question marks, English double quotation marks, less-than and greater-than signs, and vertical bars. Use standardized names before batch processing, such as "2026-01," "Project A," or "Customer001."
3. What if a folder with the same name already exists at the target location?
To avoid overwriting or conflicts, it is recommended to check the save location before starting processing. If a folder with the same name already exists, you can first change the output directory or modify the name list. The nature of a batch operation is processing multiple objects at once, so pre-execution checks are more important than post-hoc troubleshooting one by one.
4. Will files from the original folder be copied?
This depends on your choice in "Set processing options." The screenshot shows the option "Ignore all files, keep only folder structure." According to its literal meaning, if you only want to copy the directory structure, you can consider using this option; if you want to copy files along with it, you should set it carefully to avoid mismatching with your goal.
Summary: Replace repetitive copying and renaming with batch processing
Batch copying folders and renaming them essentially involves handing mechanical, repetitive office actions over to a tool. With HeSoft Doc Batch Tool , you only need to prepare one source folder and one name list to quickly generate multiple new folders with consistent structures and standardized names.
For tasks like establishing document directories by month, project, customer, or department, this method significantly saves time, reduces manual input errors, and makes file management more uniform. If you often need to batch create folders, it is recommended to organize the name list first, then follow the steps in this article to enter the "File Organization" function for processing. This approach not only completes the current task but also forms a reusable office file organization workflow.