To copy a folder template into multiple copies and rename them to specified names, you can use the batch folder processing feature. This article uses generating folders from 2026-01 to 2026-12 by month as an example to explain how to prepare a name list, add existing folders, set to keep only folder structure, and continue saving and processing, helping users reduce repetitive operations in project archiving, customer data management, and monthly directory creation.
Many office workers encounter a seemingly simple but actually time-consuming problem when organizing materials: the need to copy the same folder into many copies and then rename them one by one. For example, the finance department needs to create report folders for 12 months, project managers need to copy unified material directories for multiple projects, and the HR department needs to prepare onboarding material folders with the same structure for multiple employees. If done manually, it requires constant copying, pasting, and right-click renaming, which can easily lead to fatigue and errors when dealing with large quantities.
This article introduces a more suitable method for batch office processing: using HeSoft Doc Batch Tool , through the "Batch create new folders based on existing folders" function, to copy an existing folder into multiple new ones in batch and automatically rename them according to a specified name list. The example will show how a folder named New folder is used to batch generate 12 folders from 2026-01 to 2026-12. This method is equally applicable to batch folder creation needs for customer names, order numbers, project codes, department names, etc.
Applicable Scenarios: From Monthly Archiving to Project Material Templates
The core value of batch copying folders and renaming them lies in automating repetitive file management actions. As long as your work involves the situation of "the same folder structure needing to generate multiple copies with different names," you can consider using this method.
Below are some typical applications:
- Batch Creation of Monthly Folders: Generate monthly directories like 2026-01, 2026-02, 2026-03 at once, used for storing monthly contracts, invoices, reports, docx documents, xlsx spreadsheets, and PDF files.
- Project Folder Template Replication: Copy the project template folder into folders corresponding to multiple project codes, facilitating unified management of project materials.
- Customer Data Directory Setup: Batch generate customer folders based on a customer list, commonly used in sales, customer service, legal, and other departments.
- Training or Course Material Distribution: Batch copy course template directories into folders for different classes, students, or dates.
- Annual Archive Directory Preparation: Create standardized annual, quarterly, and monthly folders in advance for more convenient storage of office files like Word, Excel, PPT, and PDF later.
Although the content differs in these scenarios, the operational logic is consistent: first prepare a source folder, then prepare a set of new names, and finally let the office software batch generate the target folders. Compared to manual operation, batch processing can significantly save time and ensure uniform naming formats.
Preview: Preparing the Source Folder and Name List Before Processing
In the pre-processing screenshot, you can see a source folder named New folder on the desktop, and the text on the right lists the new folder names to be generated: from 2026-01 to 2026-12. This name list serves as the basis for batch renaming.
It is recommended to organize the name list in a one-name-per-line format. For example, for monthly creation, write one month per line; for project creation, write one project code per line; for customer creation, write one customer name per line. This way, when pasting into the software later, the software can recognize each target folder name by line.
If you usually use Excel to manage name lists, you can also organize a column of names in Excel first and then copy them into the processing tool. The more standardized the names, the neater the batch-created folders will be, making subsequent searching and archiving more convenient.
Preview: Generating Multiple Folders Named by List After Processing
After processing, 12 new folders are displayed in File Explorer, named 2026-01, 2026-02, 2026-03, through 2026-12. The close modification times of all folders indicate they were generated in the same batch process.
This result shows that the copying and renaming actions, which originally required 12 manual repetitions, can be completed in one batch operation. If the name list expands to 50, 100, or even more entries, the efficiency gap becomes even more pronounced. For users who frequently organize materials and manage large numbers of folders, this type of batch file processing capability can significantly reduce mechanical tasks.
Operation Steps: Batch Copy Folders and Auto-Rename by Name List
The process is explained below according to the software screenshots. The entire process can be divided into four key stages: selecting the function, adding the folder, filling in the name list, and continuing to save and process.
Step 1: Open the File Organization Module and Select the Corresponding Function
After starting HeSoft Doc Batch Tool , find and click File Organization in the left navigation bar. After entering the File Organization page, select the function card Batch create new folders based on existing folders.
As can be seen from the function name, its processing object is "existing folders," and the processing goal is "batch create new folders." Therefore, it is perfectly suited for the requirement in this article of copying a template folder into multiple copies and renaming them according to a list.
On the same page, you can also see other file organization functions, such as classifying by file name or extension. Make sure not to select the wrong function in this article; you should choose the entry related to "Batch create based on existing folders," so that the subsequent process for adding folders and filling in the new name list appears.
Step 2: Add the Folder to be Used as a Template
After entering the function, the software will proceed to Step 1: Select records to process. Click Add Folder in the top right and select the source folder you want to copy. The screenshot shows New folder from the desktop being added.
After adding, a record appears in the table, containing information like serial number, name, path, creation time, modification time, etc. The key thing to check here is whether the path is correct. For example, the path in the screenshot shows it is under the New folder directory on the desktop, indicating that the software has recognized the folder to be processed.
The expected result of this step is: the source folder is successfully added to the pending processing list. The subsequently batch-generated new folders will be based on this record. If you mistakenly select another folder, the processing result might not meet expectations, so be sure to confirm before proceeding to the next step.
Step 3: Set Processing Options and Enter the Name for Each New Folder
After clicking Next at the bottom, you enter Step 2: Set processing options. The screenshot shows an important option: Ignore all files, keep only folder structure. This option controls whether files from the source folder are brought into the new folders when generated.
If the source folder contains old monthly materials, historical project documents, test files, etc., and you only want its directory framework, you can use the "keep only folder structure" approach. The new folders created this way are cleaner and more suitable for later placing new Word documents, Excel spreadsheets, PDF materials, or image files.
Then, fill in the target folder names in the New Name List input box. The example shows 12 lines entered, corresponding to 12 new folders:
- 2026-01
- 2026-02
- 2026-03
- 2026-04
- 2026-05
- 2026-06
- 2026-07
- 2026-08
- 2026-09
- 2026-10
- 2026-11
- 2026-12
Please note when filling in, one line represents one new folder. To generate 30 folders, input 30 lines of names; to generate 100 folders, input 100 lines of names. The software processes them in list order, so it is recommended to check whether the names are complete, if there are any blank lines, or duplicate names before pasting.
Step 4: Continue to Next, Set Save Location and Start Batch Processing
After confirming the name list is correct, click Next. From the top process flow, you can see that the subsequent stages are Set save location and Start processing. When setting the save location, it is recommended to choose a dedicated output directory to avoid mixing it with the source folder or other materials.
Once the save location is confirmed, proceed to the start processing stage. The software will batch create the source folder into multiple new folders according to the previously set name list. Once completed, open the save directory to see the processing results.
In this example, 12 folders named 2026-01 to 2026-12 were ultimately generated. If you are processing by customer name, the result would be multiple customer folders; if by project code, it would generate multiple folders named with project codes.
Frequently Asked Questions and Notes
1. Is it necessary to back up the source folder before batch creation?
It is recommended to keep the source folder unchanged and output the batch generation results to a new save location. This way, even if the name list is filled in incorrectly, the original template folder will not be affected, and you can re-process later.
2. What happens if there are duplicate names in the name list?
Duplicate names might cause name conflicts in the target location. Different systems or tools may handle conflicts differently, so it is recommended to check the list before processing and avoid duplicate names as much as possible. Especially for data like customer names and project codes, it is best to deduplicate them in Excel first.
3. Can date formats be used for folder names?
Yes. The examples 2026-01, 2026-02 are common year-month formats. You can also use formats like 2026Year01Month, 2026_Q1, Project-001, etc., but avoid special characters that Windows does not allow in folder names.
4. When is it appropriate to enable "Keep only folder structure"?
Use this option when you only need the directory structure and do not want to copy old files from the source folder. For example, if the source folder originally contained doc, docx, xls, xlsx, pdf files, but these old contents are not needed for the new month or project, it is suitable to keep only the structure.
5. Can it be used for batch processing a large number of folders?
The advantage of this type of office software lies in reducing repetitive labor. As long as the name list is standardized, you can centrally handle the creation and renaming of a large number of repetitive folders. However, when processing a very large number, it is recommended to test the process with a small batch of names first, and execute in bulk only after confirming the output results meet expectations.
Conclusion: Improve Folder Management Efficiency with Batch Processing
Batch copying a folder into multiple copies and automatically renaming them is a very practical office automation scenario. Whether you manage monthly reports, customer materials, project archives, or comprehensive data directories containing files like Word, Excel, PowerPoint, PDF, you can improve efficiency by standardizing the name list and using batch processing tools.
Through the steps in this article, you can use the file organization feature of HeSoft Doc Batch Tool to first add an existing folder, then fill in the new name list, and finally set the save location and start processing. After processing, the system will generate multiple new folders named according to the list, avoiding manual copying and individual renaming.
If you frequently need to create a large number of folders with the same structure but different names, it is recommended to organize the name list into a fixed template and prioritize using batch processing methods. This not only saves time but also ensures more uniform file naming, making subsequent searching, archiving, and collaboration smoother.