When many folder names contain the same piece of text, such as a uniform year, serial number, version number, or system export identifier, you can quickly remove them using batch find and replace. This article uses the deletion of "2026-" and "-version-1" as an example to explain the specific operation of HeSoft Doc Batch Tool , including the folder name selection feature, adding folders, setting precise text to find, leaving the replacement content blank, and precautions before executing the process, helping office users efficiently complete batch renaming.
Many users encounter a similar issue when organizing computer files: a batch of folder names all contain the same unwanted text, but with too many folders, renaming them one by one is very cumbersome. For example, project folders might all have a "2026-" prefix and a "-version-1" suffix, with the actual project name in the middle being the only part you need to keep. Manually deleting this repetitive text not only takes time but can also lead to inconsistent naming due to errors in copying, selecting, or deleting.
This article introduces a method more suitable for office scenarios: using HeSoft Doc Batch Tool to batch clean keywords from folder names. It is an office software batch processing tool designed for files, folders, and common office document processing needs, emphasizing the reduction of repetitive work and improvement of processing efficiency. Through the steps in this article, you can learn how to quickly organize a batch of lengthy folder names into a uniform, concise format.
Applicable Scenarios: How to Handle Many Folder Names Containing the Same Text Segment
If your folder names contain recurring fixed segments, the method of batch deleting keywords is suitable. Common segments include year prefixes, date codes, batch identifiers, version numbers, department abbreviations, system export prefixes, download platform names, etc. For example, "2026-customer-data-version-1", "export-contract-scans", and "backup-financial-reports_v1" are all cases that can be organized through name find-and-replace.
Compared to renaming individually, batch processing has three clear advantages. First, rules are uniform; once keywords are set, all folders are processed by the same standard. Second, it's faster, especially suitable for dozens or more folders. Third, it reduces human error, avoiding situations where you delete a prefix from some folders but forget the suffix, or accidentally delete normal text during removal.
In this example, the processing goal is very clear: delete "2026-" and "-version-1" from the folder names. After deletion, the folder names change from "2026-go-to-market-version-1" to "go-to-market", and from "2026-risk-assessment-version-1" to "risk-assessment".
Effect Preview: Before and After Batch Deleting Keywords
Before Processing: Duplicate Prefixes and Suffixes Exist in Names
In the pre-processing screenshot, you can see each folder contains the same naming structure. The red box on the left highlights the opening "2026-", and the middle and right red boxes mark the ending "-version-1". This repetitive text appears in every folder, making the names longer and increasing browsing costs.
For archived materials, excessive prefixes and suffixes are often not necessary information. Especially when a folder is already placed under a specific yearly or version directory, retaining the year and version number in the name again becomes redundant.
After Processing: Only Core Business Names Are Retained
In the post-processing screenshot, the original "2026-" and "-version-1" have been cleaned. Folder names become simpler forms like client-proposals, competitive-analysis, executive-reports, growth-strategy, supplier-management. The red arrows and markers show that the repetitive keywords no longer appear in the folder names.
This effect is suitable for formal archiving, file sharing, project delivery, and team collaboration. The clearer the name, the easier the subsequent retrieval and maintenance.
Operation Steps: Batch Delete the Same Text Segment from Folder Names Using Find and Replace
Step 1: Select Find and Replace Keywords in Folder Names
Open HeSoft Doc Batch Tool , you can see the functional navigation on the left divided by office processing types. The current processing target is folder names, so enter the "Folder Names" module. In the main area, select "Find and Replace Keywords in Folder Names". In the screenshot, this function card is highlighted, indicating it is used for batch finding and replacing keywords in folder names.
After selecting this function, the software will enter a step-by-step operation process. The advantage of this design is clarity: first add the folders to process, then set the processing rules, and then execute. This also reduces the probability of misoperation for users unfamiliar with batch renaming.
Step 2: Add All Folders Whose Names Need Cleaning
After entering the function page, the first step is "Select records to process". Click "Add Folder" in the upper right corner to add the target folders to the task list. The screenshot shows 10 folders, each record containing a name and path, making it easy for users to confirm if the processing objects are correct.
It is not recommended to skip this check. Because batch processing will act on all records in the list simultaneously, if wrong folders are added, they will also be included in the rule processing. When checking, focus on whether the name column contains the keywords to delete, and if the path column comes from the correct directory. After confirming, click "Next" at the bottom.
Step 3: Set Exact Text Lookup, Enter the Content to Delete
After entering "Set Processing Options", choose "Exact Text Lookup" in the search method. When you want to delete fixed characters, like the year prefix "2026-" or the version suffix "-version-1", exact lookup is the more intuitive choice.
Next, enter the text to delete in the "Keyword List to Find". The example enters two lines: 2026- and -version-1. Each line here represents a keyword to find. The right side is the "Replaced Keyword List", and the screenshot hints "Leave blank to delete". Therefore, this example keeps the right side empty, meaning the text found on the left will be directly deleted.
After this step, the software knows what rule to apply to folder names: delete any encountered "2026-" and also delete "-version-1". Since these two text segments are at the beginning and end of the name respectively, the middle subject name will naturally be retained after processing.
Step 4: Follow the Process to Complete Saving Settings and Start Batch Processing
From the step bar at the top of the page, you can see the subsequent steps are "Set Save Location" and "Start Processing". After completing the keyword settings, click "Next" and continue following the interface prompts. Before officially starting the process, it is recommended to double-check that the keywords are typed correctly, especially characters like hyphens, underscores, and spaces. Many folder naming discrepancies arise from these details.
After processing is complete, open the original folder location to check the results. If the name has changed from "2026-client-proposals-version-1" to "client-proposals", the deletion rule was executed successfully. The same logic will batch complete for more folders.
Common Questions and Considerations
1. Should hyphens be included when deleting keywords?
It is recommended to decide based on the actual goal. In the example, "2026-" is deleted instead of "2026" because the hyphen is also part of the unwanted prefix; "-version-1" is deleted instead of "version-1" to avoid leaving a dangling hyphen at the end of the name. Including connectors when setting keywords usually results in cleaner names after processing.
2. What if some folders do not contain the keyword?
Usually, only names matching the specified keywords will change. Folders without the keyword will not produce a corresponding deletion effect. However, to avoid unnecessary inclusion, it is still recommended to only add folders that genuinely need processing.
3. Can keywords be replaced with different text?
This example is a deletion, so the replaced keyword list is empty. As seen from the function name "Find and Replace Keywords in Folder Names", this tool also applies to replacement scenarios. If your need is not deletion but changing an old identifier to a new one, you can fill in the target text in the replacement list. But for deletion scenarios, leaving it empty better fits the requirement.
4. What is most easily overlooked before batch processing?
The most easily overlooked aspect is the precision of keywords. For example, inputting an extra space or missing a connector can lead to no matches found or unexpected processing results. Another easily overlooked point is the scope of the processing objects; it is recommended to check the number of records and paths after adding folders to ensure no unrelated directories were added to the task.
Summary: Hand Over Repetitive Renaming Tasks to a Batch Processing Tool
When many folder names contain the same text segment, manual deletion is not an efficient approach. Using the folder name find-and-replace feature of HeSoft Doc Batch Tool , you can quickly perform batch keyword deletion, batch renaming, and directory name standardization. This article's example demonstrates the complete approach for deleting "2026-" and "-version-1": select function, add folders, set exact text search, leave replacement content empty, and proceed with processing.
If you are dealing with a large number of project directories, client folders, exported data folders, or historical archive folders, it is recommended to prioritize batch processing. This not only saves significant time on repetitive operations but also makes folder names more uniform and clear, facilitating future retrieval, sharing, and management.