When a large number of folders need unified project numbers, month labels, or archive identifiers, manually renaming them is inefficient and error-prone. This article uses batch adding the 2025-12 prefix as an example to explain how to access the folder name function in HeSoft Doc Batch Tool , add multiple folder records, enable the add prefix option, and enter the specified text. The tutorial also explains the effects before and after processing, applicable scenarios, and naming considerations to help users manage office document directories more consistently.
When a project enters the archiving phase, or when materials from a month need to be uniformly organized, whether folder names are standardized directly affects subsequent retrieval efficiency. Many people habitually create folders like Annual_Plans, Backup_Data, Client_Files, Finance_Records first, only to realize, as materials accumulate, that directories lacking dates, project numbers, or archive batch IDs are hard to manage. While renaming them one by one can solve the problem, this approach is very inefficient when dealing with many folders and is prone to problems like missing prefixes, date input errors, and inconsistent formatting. This article focuses on the office requirement of batch folder renaming and demonstrates how to use HeSoft Doc Batch Tool to add a prefix to multiple folder names at once, transforming folder names from an unidentified state to a uniform format with the 2025-12 prefix.
Applicable Scenarios: Why Add a Uniform Prefix to Multiple Folders
Folder prefixes primarily serve the role of categorization and sorting. Unlike adding descriptions to the end of a name, a prefix is at the beginning of the folder name, which more easily affects sorting results in Windows File Explorer and is more likely to be seen first by users. Therefore, adding a prefix is a simple and direct naming method when batch archiving by time, project, or client is required.
Common scenarios include: First, organizing materials by month, for example, uniformly adding 2025-12 to all directories created or archived in December 2025; second, organizing directories by project number, for example, prefixing design documents, meeting minutes, client materials, and technical notes under the same project with P001-; third, categorizing by department or client name, for example, adding Finance-, ClientA-, Market-; fourth, marking folders by processing status, such as adding Reviewed-, To Be Archived-, Delivered-. These prefixes make folders easier to identify among a large volume of materials.
For office workers, this kind of need is not limited to folders. docx, doc files in Word, xlsx, xls files in Excel, PDF files, image assets, and text files also often require batch renaming. However, the focus of this article is folder names, not file names. Choosing the correct tool category can avoid confusing files and folders. HeSoft Doc Batch Tool , as a batch processing software designed for office scenarios, separates entry points for file names, folder names, Word tools, Excel tools, PDF tools, etc., making it easier for users to select based on task type.
Effect Preview: Turning Common Directory Names into Date-Prefixed Directory Names
Before Processing: Scattered Directory Names Lacking a Unified Archival Identifier
In the folder list before processing, you can see multiple English directory names: Annual_Plans, Backup_Data, Client_Files, Design_Documents, Finance_Records, Marketing_Assets, Project_Reports, Resource_Library, Team_Meetings, Technical_Notes. These names can express their respective content types, but it's impossible to tell which month or batch they belong to. If directories with the same names are generated in other months later, they can easily get mixed up.
After Processing: 2025-12 Appears Uniformly at the Beginning of the Names
The result after processing is very intuitive; 2025-12 is added before all folder names. This way, without opening the folders, users can tell from the name that these directories belong to the December 2025 batch of materials. For a repository requiring long-term archiving, a uniform prefix can significantly reduce future search costs.
From the screenshot, you can also see that the modification time of each folder changed after batch processing, which is a common manifestation of rename operations. After the name change, the content under the original directories should remain in the corresponding folders, but if these folder paths are referenced by other programs, shortcuts, or sync tasks, the path name change might affect the reference relationship, so basic confirmation is needed before processing.
Steps: Setting Folder Prefixes in HeSoft Doc Batch Tool
Step 1: Open the Folder Names Feature and Select Add Prefix and Suffix
After launching HeSoft Doc Batch Tool , first look at the left-side feature navigation. The screenshot shows categories like Home, Task Flow, All Tools, File Names, Folder Names, File Organization, Word Tools, Excel Tools, PowerPoint Tools, PDF Tools on the left. What we need to process this time are folder names, so click on Folder Names. After entering this category, the right side displays various folder name processing functions.
In the function cards, select Add prefix and suffix to folder names. This name clearly indicates that it is used for batch adding prefixes or suffixes to folder names. Since our goal is to add 2025-12 at the beginning of the name, this function perfectly matches the requirement. Do not choose Insert text into folder names here unless you need to insert text somewhere in the middle of the name; also, do not choose Remove text from folder names, as that is the reverse operation.
Step 2: Add the Folders to be Batch Processed
After entering the function page, the top of the interface shows the process steps: Select records to process, Set processing options, Set save location, Start processing. Currently at Step 1, the focus is to add the folders to be processed into the list. Click the Add Folder button in the upper right corner to add the target directories to the task.
In the screenshot, 10 records have been added. The table's Name column lists folders like Annual_Plans, Backup_Data, Client_Files, and the Path column shows they are located under C:\Users\11623\Desktop\Files\. The sequence numbers and record count help the user confirm the scope of this processing. The bottom shows Record count: 10, indicating the rules will be applied to these 10 folders next.
The purpose of this step is not to modify names but to establish a to-do list. It is recommended to perform three checks before clicking Next: first, confirm the quantity is correct, e.g., if you intended to process 10 folders, are there definitely 10 records in the list; second, confirm the paths are correct to avoid selecting directories with the same name located elsewhere; third, confirm the names are all suitable for adding the same prefix. If some folders do not belong to this batch, they should be removed from the list first.
Step 3: Enable Adding Prefix and Enter 2025-12
After confirming the folder list, click Next at the bottom to enter Set processing options. The screenshot shows the Add prefix switch is in the ON state, with 2025-12 entered in the input box below; the Add suffix switch is in the OFF state. This means we are only adding text before the folder name this time, not appending content to the end of the name.
Pay special attention to the format when entering the prefix. For example, the result of 2025-12 differs from 2025-12-: the former yields 2025-12Annual_Plans, while the latter yields 2025-12-Annual_Plans. The post-processing effect shown in the screenshot uses 2025-12, without an extra connector. In actual work, if the original folder names are mostly in English or pinyin, it is recommended to use a hyphen or underscore to improve readability; if the team already has a naming convention, you should strictly follow it when inputting.
If you also need to add a description to the end of the folder names, you can enable Add suffix; but the example in this article only processes the prefix, so you can keep suffix processing off. After completing the settings, continue clicking Next to enter the subsequent stages of Set save location and Start processing. Since the screenshot has shown the process step names, we can clearly know the software will guide the user to complete the subsequent confirmation. Before officially starting processing, please double-check the prefix text and processing records to avoid having to make corrections one by one after the batch operation.
Common Issues or Precautions: Confirm These Details Before Batch Renaming
Naming Rules Must Be Unified First
The greatest advantage of batch processing is setting once and applying it to multiple items, but this also means errors can be multiplied batch-wide. Therefore, before executing the addition of prefixes to folders in batch, the naming rule should be confirmed first. For instance, should the date use 2025-12, 202512, or December 2025? Should a hyphen be added after the project number? Should department names be in Chinese or English? Entering them into the software after the rules are determined can reduce subsequent rework.
The Objects to Process are Folders, Not Files
Many office software supports both file name and folder name processing. This article uses the function under the Folder Names category, which is suitable for modifying directory names. If you want to add prefixes to specific files like docx, doc, xlsx, pdf, jpg, you should enter the corresponding file name processing flow, not the folder name function. Distinguishing the objects can prevent operational results from differing from expectations.
Check Paths to Avoid Mistakenly Processing Directories with the Same Name
Folders with the same name can exist in different locations. For example, there might be a Project_Reports on the Desktop and also a Project_Reports on a shared drive. The screenshot displays the full path in the table, which is very useful. Before batch renaming, besides looking at the name, it's more important to check the path to ensure you are processing the target directories.
Pay Attention to the Duplicate Prefix Issue
If some folders already start with 2025-12, adding the same prefix again might create repetitive names like 2025-122025-12... Therefore, for historical directories or directories that have been processed before, quickly browse the name list first. If necessary, exclude folders that already have the prefix, then process the remaining ones.
Summary: Transforming Folder Naming from Manual Repetition to a Batch Workflow
Adding a prefix to folder names in batch may seem like a small operation, but it can significantly improve the efficiency of managing office materials. With HeSoft Doc Batch Tool , users can select Add prefix and suffix to folder names in the Folder Names category, add the target folders in batch, enter the uniform prefix 2025-12, and then continue to complete the processing according to the workflow. Compared to renaming one by one, this method is faster, more stable, and easier to keep naming consistent.
If you often work with project directories, client materials, monthly archive folders, or department shared folders, it is recommended to integrate batch renaming into your daily organization process. First plan the naming convention, then use office software for batch execution. This allows a large number of folders to be uniformly organized in a short time, reducing repetitive labor and freeing up more time for tasks that truly require judgment and analysis.