This article focuses on the office task of "batch generating folder copies based on a name list," explaining how to duplicate an existing folder into multiple new directories, naming them 2026-01 through 2026-12 respectively. By utilizing the file organization feature of HeSoft Doc Batch Tool , users can quickly complete batch creation by adding the source folder, pasting a list of new names, setting the save location, and executing the process. This is suitable for scenarios such as monthly archiving, client records, project materials, and template directory reuse.
When organizing files and materials, many people encounter a repetitive and error-prone task: you already have one folder, and you need to copy it many times according to a list of names, changing each copy to the corresponding name. For example, creating directories by the 12 months, creating archives by customer lists, creating material folders by project numbers, or creating personal folders by employee lists. Manual copying is not only slow but may also affect subsequent archiving due to missing a copy or incorrectly renaming one.
This article will use a specific example to explain how to use HeSoft Doc Batch Tool to complete this task. In the example, before processing there is only one New folder and a list of month names; after processing, you will get 12 folders from 2026-01 to 2026-12. HeSoft Doc Batch Tool is a batch processing software designed for office scenarios, suitable for streamlining repetitive file and folder operations, helping users organize materials more efficiently.
Applicable Scenario: Drive Batch Folder Creation with Name Lists
"Generating folders by list" is a very typical office automation need. The name list can come from many places: a text list in Notepad, a column in an Excel spreadsheet, numbers exported from a project management system, customer names exported from a CRM system, or manually compiled lists of departments, months, stores, or regions.
When you already have a standard folder and want each new name to correspond to a folder with the same structure, the method in this article is suitable. For example, when archiving annual materials, you can generate 2026-01 to 2026-12 in one go; for customer data management, generate archive directories by customer name in bulk; for project delivery, copy delivery templates in bulk by project number; for HR management, generate onboarding material directories by employee name.
The advantage of this processing method is that names are uniformly controlled by a list, and copying is executed by software in batch. Compared to manual processing one by one, the results are neater, the process saves more time, and it's easier to check.
Before Processing: One Folder Corresponding to One Column of Names to Generate
In the screenshot before processing, the left side shows a source folder named New folder, and the right side shows a text list containing 2026-01, 2026-02, 2026-03 through 2026-12. This list is the source of names for the subsequent new folders.
Before formal operation, it is recommended to check if the name list is complete. Taking months as an example, all entries from 01 to 12 should exist; if it's a customer or project name, also confirm there are no duplicates, omissions, or extra spaces. Once a batch task is executed, it will generate multiple results simultaneously, so the more standardized the preparation phase, the less rework is needed later.
After Processing: Multiple Folders Automatically Named According to List
In the screenshot after processing, the file explorer has generated 12 folders, named from 2026-01 to 2026-12 respectively. All folders are neatly arranged, making it convenient to subsequently add materials for the corresponding months.
If these were project directories, each folder could continue to be used for storing project contracts, communication records, deliverables, and financial materials; if these were month directories, they could be used for storing monthly reports, invoices, vouchers, meeting minutes, etc. Through batch processing, users no longer need to manually perform 12 copies and 12 renames.
Operation Steps: From Adding Folders to Filling in the Name List
Step One: Find the Batch Creation Function in File Management
Open HeSoft Doc Batch Tool , and select "File Management" from the left navigation bar. In the function area, select "Batch Create New Folders from Existing Folder". In the screenshot, this function is located in the right-side card area of the file management page and is highlighted with a red box.
The purpose of this step is to enter the correct batch processing module. Because this task is not about batch renaming files, nor about classifying files by extension, but creating multiple new folders based on one existing folder. Therefore, you need to select the function related to "existing folder" and "batch create new folders".
Step Two: Add the Folder to Use as a Copy Source
After entering this function, the page goes to Step 1, "Select the Records to Process". Click "Add Folder" at the top right, and select the source folder you need to copy in bulk. In the example, New folder is added, and the software list displays information such as name and path.
After adding the folder, it is crucial to check if the path is correct. There might be multiple folders with similar names on an office computer; selecting the wrong source folder will cause the batch generation results to fail expectations. After confirming that the folder displayed in the list is the object to be copied, click "Next" at the bottom.
Step Three: Paste or Enter the New Name List
After entering Step 2, "Set Processing Options", you can see the required field "New Name List". Paste the prepared names here, one per line. In this example, the input is from 2026-01 to 2026-12, totaling 12 lines.
This page determines the final output folder names. When filling out, three points are recommended: First, each name should occupy one line alone; second, do not use special symbols not supported by Windows folder names; third, try to use a consistent format. For example, use 2026-01 instead of 2026-1 for months, and P001 instead of P1 for project numbers; this makes sorting and searching much more convenient.
You can also see the "Ignore all files, only keep folder structure" option in the screenshot. It is suitable for cases where you only want to copy the directory hierarchy, not the files within the source folder. If your source folder contains Word, docx, doc, Excel, xlsx, PDF, or other template files, and you want each new folder to contain these templates, you need to set this option carefully according to your actual needs.
Step Four: Set the Save Location and Start Batch Processing
After confirming the name list is correct, click "Next". The top workflow shows subsequent steps, "Set Save Location" and "Start Processing". The save location is used to specify to which directory the new folders should be output; start processing is for executing the bulk copy and rename.
Before officially starting, it is recommended to double-check: whether the source folder is correct, whether the number of names in the list is correct, whether you need to keep only the folder structure, and whether the save location has sufficient space. After confirmation is complete, follow the interface prompts to enter and start processing. After processing is finished, open the target location to view the newly generated batch directories.
Frequently Asked Questions and Notes
1. Can the name list contain Chinese characters?
Yes. Folder names can use Chinese, English, numbers, and common connectors. For example, "Sales Department", "Client A", "2026-01", "Project-East China Region" are all common naming conventions. However, avoid special characters not allowed by the system.
2. Can I process many names at once?
Based on the functional logic, the name list can be filled with multiple lines, each line corresponding to a new folder. The actual processing quantity should be determined by considering computer performance, source folder size, and save location space. If the source folder contains a lot of content, it's recommended to first test with a small number of names before proceeding with large-volume processing.
3. What if there are files and subfolders in the source folder?
This function creates new folders based on an existing folder. The screenshots also provide the option "Ignore all files, only keep folder structure", so you can decide whether to copy only the structure based on your needs. If you need to keep template files, you should carefully confirm the status of this option when setting up.
4. Why check for duplicate names before processing?
Duplicate names may cause name conflicts at the target location. To make the batch results clearer, it's recommended to de-duplicate in Excel or a text file first, then paste into the software. Especially for data like customer lists or project numbers, duplicates can affect subsequent management.
5. What office files is this suitable for use with?
If the source folder contains Word documents, docx, doc files, Excel tables, PDF files, images, or text instructions, they can all be managed as part of the template materials. This article focuses on batch folder creation and renaming; subsequently, you can combine it with the batch organization needs of the office files themselves to further improve material processing efficiency.
Summary: Batch Copy Folders by List, Making Directory Creation More Controllable
Batch generating copies of folders by a name list can turn tedious manual copying and renaming into a one-time operation. Through HeSoft Doc Batch Tool , users simply need to select the corresponding function in "File Management", add the source folder, fill in the new name list, set the save location, and start processing to get neatly standardized new directories.
If you frequently need to create monthly folders, project directories, customer archives, or employee material directories, it is suggested to organize the name list into a fixed format and use batch processing tools to complete the creation. This not only saves time but also ensures naming consistency, making office file management more efficient and orderly.