Many enterprise folders, project directories, and system export folders contain fixed text such as years, batch numbers, and version numbers. This article uses a practical example to demonstrate how to use HeSoft Doc Batch Tool to batch delete the "2026-" prefix and "-version-1" suffix from folder names. The article includes before-and-after results, software operation steps, keyword setting methods, and precautions, suitable for office users who need to quickly organize a large number of folder names.
When organizing project materials, client files, market reports, or annual archive directories, you often see a batch of folders sharing the same naming template. For example, each folder starts with a year and ends with a version number: 2026-client-proposals-version-1, 2026-pricing-model-version-1, 2026-revenue-forecast-version-1. Such names are convenient for identifying batches during generation, but when the materials enter the formal archiving stage, it is often necessary to remove the year prefix and version suffix, retaining only the actual topic name.
If you manually rename 10 folders, it might be barely doable; but with 100, 500, or even more folders, manual operation becomes a typical repetitive task. HeSoft Doc Batch Tool is a batch processing software designed for office scenarios, providing multiple categories of functions such as file name, folder name, Word tools, Excel tools, and PDF tools. This article focuses on how to use its folder name processing function to batch delete specified keywords in folder names.
Applicable Scenarios: Why Batch Delete Years and Version Numbers in Folder Names
Inconsistent folder naming directly affects data retrieval and team collaboration. For example, some folders in the same batch have years, some do not; some are labeled version-1, others v1; some names are too long, showing only the first part in the list. These issues are very common in daily office work, especially during data migration, system export, project handover, and historical file archiving.
Batch deleting keywords in folder names is suitable for the following situations: first, deleting year prefixes, such as "2026-", "2025_", "2024 "; second, deleting version suffixes, such as "-version-1", "_v2", "Final Version"; third, deleting platform or system identifiers, such as "export-", "download-", "backup-"; fourth, deleting department or batch numbers to make names more suitable for long-term archiving.
The example in this tutorial involves deleting two keywords simultaneously: "2026-" and "-version-1". This operation can also be understood as batch finding and replacing text in folder names, where the replacement content is empty, resulting in the effect of deleting the matched text.
Effect Preview: From Lengthy Names to Concise Directory Names
Before Processing: Each Folder Contains Repeated Text
In the screenshot before processing, all folder names follow the same format: year prefix plus topic name plus version suffix. The red box shows the "2026-" at the beginning and the "-version-1" at the end. These elements appear repeatedly in each folder and are the targets of this batch cleanup.
The biggest problem with this naming method is information redundancy. The truly valuable parts are the topic names like client-proposals, competitive-analysis, executive-reports, and go-to-market. The repeated year and version identifiers make the folder list look cluttered and hinder quick browsing.
After Processing: Batch Delete Prefixes and Suffixes, Retain Core Names
The screenshot after processing shows that the folder names have become more concise. "2026-client-proposals-version-1" changed to "client-proposals", and "2026-marketing-campaigns-version-1" changed to "marketing-campaigns". All folders were batch renamed according to the same rule.
In this way, users don't need to open the rename dialog individually or manually delete two segments of text. As long as the keywords are set correctly, the software can batch execute the same rule on folders added to the list.
Operation Steps: Complete Folder Name Batch Cleanup According to Screenshots
Step 1: Open the Folder Name Category and Enter the Find and Replace Tool
After launching HeSoft Doc Batch Tool , you can see the function navigation on the left. Since we need to process folder names, select "Folder Name". In the function cards, click "Find and Replace Keywords in Folder Names". In the screenshot, this function is in the first position with a description: "Batch find and replace keywords in file folder names."
The purpose of this step is to enter the correct processing module. Batch deleting keywords is not simple file movement or content editing, but rule-based processing of name text, so the "Find and Replace" function best meets the requirement. For office software, this type of batch processing function can significantly reduce repetitive clicks and inputs.
Step 2: Add Folders to be Processed and Verify the List
After entering the tool, the first stage is "Select Records to Process". Click "Add Folders" in the upper right corner to add the folders to be renamed to the processing list. The screenshot shows 10 folders have been added, with information such as name, path, creation time, and modification time displayed.
Before proceeding to the next step, it is recommended to check two key items: first, whether the number of records is correct, as the screenshot bottom shows a record count of 10; second, whether all names conform to the rules to be processed, meaning they all contain the "2026-" and "-version-1" to be deleted. If folders that do not need processing are mixed into the list, you can delete the corresponding records through the operation column to avoid misprocessing.
Step 3: Select Exact Text Search and Fill in the Keywords to Delete
Click "Next" to enter "Set Processing Options". In the "Search Method" area, select "Search Exact Text". This option is suitable for handling clear, fixed characters, such as years, version numbers, codes, and hyphen combinations. This example does not need fuzzy matching or complex rules, only precisely finding the specified text and deleting it.
In the "Keyword List to Find" on the left, enter the keywords to be deleted line by line: fill in "2026-" on the first line, and "-version-1" on the second line. Keep the "Replaced Keyword List" on the right empty. The interface has already indicated "Leaving blank means deletion", so not filling in the replacement content means removing the found keywords from the folder name.
The expected result of this step is to establish two deletion rules: delete the year prefix "2026-" from all folder names, and delete the version suffix "-version-1" from all folder names. If you want to delete other text, simply change the keywords here to your actual content.
Step 4: Enter the Save Location and Start Processing Steps
From the top progress bar, you can see the tool proceeds in the order of "Select Records to Process", "Set Processing Options", "Set Save Location", and "Start Processing". After completing the keyword entry, continue clicking "Next", follow the interface prompts to complete subsequent settings, and then enter the start processing stage.
As different users' directory structures and folder permissions may vary, ensure that the folders are not occupied by other programs before processing, and confirm that the current account has rename permission for these folders. After settings are complete, execute the processing, and the software will batch update the folder names according to the previously configured search keywords.
Common Questions and Precautions
1. What if I only want to delete the prefix, not the suffix?
Simply enter only the prefix to be deleted in the "Keyword List to Find". For example, if you only want to delete "2026-", just fill in that line and leave "-version-1" blank. The software will process according to the keywords you entered.
2. Will keywords be deleted if they appear in the middle of the name?
Searching for exact text typically finds the specified text wherever it matches in the name. That means if the keyword you entered appears in the folder name, it may be processed. Therefore, try to make keywords as complete as possible when setting them. For example, when deleting a version suffix, typing "-version-1" is safer than just typing "version".
3. Is leaving the replacement list empty the same as entering a space?
No, it is not. The interface prompt says "Leaving blank means deletion", which means completely removing the matched text. If you enter a space, it might replace the keyword with a space, leaving unwanted blanks in the name. It is recommended to keep the replacement list empty during batch deletion and not to input invisible characters additionally.
4. Is it suitable for processing Word, Excel, or PDF file names?
The example in this article is for folder name processing. HeSoft Doc Batch Tool also provides categories like File Name, Word Tools, Excel Tools, and PDF Tools on the left. If your need is to batch clean keywords from file names like docx, doc, xlsx, or pdf, you can select the corresponding tool based on the file name-related functions in the software. The processing approach is similar to deleting keywords in folder names.
Summary: Batch Renaming Makes Data Organization More Efficient
Batch deleting year prefixes and version suffixes from folder names is a very typical efficiency improvement scenario in data organization. Using HeSoft Doc Batch Tool , you can turn repetitive manual renaming actions into a configurable, batch-executable process. In the example of this article, 10 folders can be uniformly cleaned up with a single setup; if the number is larger, the time saved will be even more significant.
It is recommended to organize the keywords to be deleted before processing, and verify the list of folders to be processed; use exact text search during processing and leave the replacement content blank; and check the results back in File Explorer after processing. This not only ensures naming consistency but also reduces the probability of errors from manual operation.