Project folders often undergo name changes with version iterations, for example, uniformly changing "version-1" in multiple directories to "v-2". Manually renaming each one is inefficient and prone to missing some folders. This article explains how to batch replace version number keywords in folder names using HeSoft Doc Batch Tool , starting from applicable scenarios, pre- and post-processing effects, and specific operation steps.
In office scenarios such as project management, market planning, financial analysis, client delivery, and document archiving, folder names often serve as important information identifiers. A standardized folder name typically includes information like project name, business type, date, and version number. For example, client-proposals-version-1 represents the first version of the client proposal, and revenue-forecast-version-1 represents the first version of the revenue forecast data. When the materials move to the next stage, the version number needs to be updated uniformly. If version-1 is still retained, it may cause team members to mistakenly use the old directory, affecting collaboration efficiency.
The problem is that when there are many folders, manual batch renaming becomes a repetitive and error-prone task. You might need to open the same directory, select folders one by one, delete the version-1 at the end of the name, and then type v-2. Renaming ten folders might be manageable, but dozens or hundreds of directories will consume significant time. This article demonstrates a method more suitable for office scenarios: using HeSoft Doc Batch Tool to find and replace specified keywords in folder names in one go.
Applicable Scenarios: Uniform Replacement of Version Numbers, Years, Department Names, etc.
Batch replacement of keywords in directory names is not limited to version numbers. Any situation where fixed text exists in folder names and needs to be uniformly replaced with new text can adopt a similar approach. For example, replacing 2025 with 2026, replacing old with archive, replacing draft with final, replacing a department abbreviation with a new organization name, or updating a project code from A01 to B02.
In the context of office software usage, this type of requirement is common in document archiving and batch delivery. Examples include Word contract folders, docx project data directories, Excel report folders, PDF scan archiving directories, and PPT proposal material directories. Although these folders may contain doc, docx, xlsx, pptx, pdf, or image files internally, the object of this operation is the folder name itself, not the file content or file names inside.
The example in this tutorial is very typical: multiple folder names end with version-1 and now need to be uniformly changed to v-2. This operation requires both retaining the preceding business name and only replacing the suffix version number keyword. Using batch replacement rules allows the software to automatically complete this kind of repetitive, rule-defined renaming task.
Effect Preview: Multiple Directories Containing the Same Version Number Before Processing
From the pre-processing screenshot, you can see that the folder list contains multiple different business directories, including client-proposals-version-1, competitive-analysis-version-1, executive-reports-version-1, go-to-market-version-1, growth-strategy-version-1, marketing-campaigns-version-1, pricing-model-version-1, revenue-forecast-version-1, risk-assessment-version-1, supplier-management-version-1, and more.
The commonality among these names is that they all contain version-1. The red box and arrows highlight the keyword that needs to be processed. For the user, the only thing that truly needs to change is version-1, while business names like client-proposals, competitive-analysis, executive-reports must be preserved. If done manually, there is a risk of missing a folder or incorrectly changing the position of hyphens.
Effect Preview: Directories Uniformly Changed to v-2 After Processing
The post-processing screenshot shows that the folder names have been uniformly changed from version-1 to v-2. For example, client-proposals-v-2, competitive-analysis-v-2, executive-reports-v-2, marketing-campaigns-v-2, revenue-forecast-v-2, etc. The business identifier for each folder is still preserved, only the version keyword has been uniformly updated.
This is the core value of batch replacing keywords in folder names: there is no need to reorganize the directory structure or open each folder. Just by defining a clear find-and-replace rule, you can obtain neat and consistent directory names. For users who frequently maintain project versions, client delivery batches, and phased result directories, this method can save significant time.
Operation Step 1: Find the Folder Name Related Function in the Software
After launching HeSoft Doc Batch Tool , first observe the left navigation bar. The interface provides multiple office processing categories, such as File Name, Folder Name, File Organization, Word Tools, Excel Tools, PowerPoint Tools, PDF Tools, Text Tools, Image Tools, Video Tools, Audio Tools, etc. Since we want to modify folder names, we should select the Folder Name category.
On the Folder Name page, you can see multiple function cards related to directory naming, including Find and Replace Keywords in Folder Names, Insert Text into Folder Names, Add Prefix and Suffix to Folder Names, Folder Name Case Conversion, Delete Text from Folder Names, and more. In this example, we need to replace the existing keyword version-1 with v-2, so we select the first item: Find and Replace Keywords in Folder Names.
The purpose of this step is to put the software into the processing flow suitable for the current task. If the user selects the File Name tool, they might process file names instead of folder names; if they choose Add Prefix and Suffix, that is more suitable for appending text before or after the directory name rather than replacing existing text. Therefore, accurately selecting the function is the first step to successful batch processing.
Operation Step 2: Add Folders to be Processed and Verify the List
After entering the Find and Replace Keywords in Folder Names page, the interface will display a step-by-step processing flow. The first step is Select the records to process. The upper right corner of the page provides an Add Folder button for adding the directories to be batch-renamed into the task list. The screenshot has already added 10 folders, and the table lists the sequence number, name, path, creation time, modification time, and actions.
Here, it's crucial to check the Name and Path columns. The Name column can confirm whether the folders all contain version-1, and the Path column can confirm that these folders come from the correct location. In the example, the path is under D:\test\, and each directory has the version-1 suffix. The summary at the bottom shows the record count as 10, indicating that this batch will process 10 folders.
Before batch renaming, verifying the list is very important. Because the characteristic of batch processing is that one rule applies to multiple records, if unrelated folders are mistakenly added to the list, they will also be affected by the same rule. The Actions column in the screenshot provides a delete icon to remove a single record; there is also a Clear button in the upper right corner to clear the current list and re-add. After confirming the list is correct, click Next at the bottom of the page to enter the processing options settings.
Operation Step 3: Set Replacement Rules Using Exact Text Lookup
The second step is Set processing options. The screenshot shows that the Exact Text Lookup method is selected in the lookup method area. For a fixed version number replacement like this example, exact lookup is a clear and easy-to-understand method. Its meaning is: only execute the replacement when text identical to the entered content appears in the folder name.
Enter version-1 in the Keywords to find list, and enter v-2 in the Replace with keywords list. The two lists correspond left and right, indicating that the keyword on the left will be replaced with the keyword on the right. After setup, the software knows to find version-1 in all pending folder names and replace it with v-2.
Users are advised to pay special attention to hyphens here. version-1 is not the exact same text as version 1, version_1, or Version-1. If the folder name actually uses version-1, you should fully enter version-1 in the find list. The replacement v-2 should also be accurately entered according to the target naming convention. For short texts like version numbers, dates, and department abbreviations, a single character error can affect the final directory name.
The interface also shows additional options, such as Ignore letter case and Match whole word instead of part of the word. In the screenshot, these options are unchecked, indicating that this example is executed as a normal exact match. If the user's directory naming has mixed cases, for example, both Version-1 and version-1 exist, they can decide whether to enable the relevant options based on the actual situation. If unsure, it is recommended to process a small number of test directories first, and confirm the results are correct before processing the complete directory.
Operation Step 4: Continue with the Wizard to Complete Save Location and Start Processing
After setting the processing options, click Next. The process prompt at the top of the interface indicates that the subsequent stages are Set save location and Start processing. Since the screenshot does not show the specific page details for these two stages, this article will not make additional descriptions for options not displayed. The user can continue following the prompts on the software page.
Before actually starting processing, a final check can be performed: Are the items in the list the target folders; is the find keyword version-1; is the replace keyword v-2; and have programs that might occupy these folders been closed? Starting processing after confirmation can reduce the risk of batch renaming.
After processing is complete, open the original folder location to view the results. Based on the post-processing screenshot, the version numbers for all directories have been uniformly updated to v-2. At this point, you can proceed with subsequent office organization, such as placing the corresponding Word documents, Excel reports, and PDF deliverables into the new version directory, or syncing the directory to team members.
Common Problems and Considerations
1. Can multiple different keywords be replaced at once?
From the screenshot, you can see that the page provides a Keywords to find list and a Replace with keywords list, and the list area is relatively large, typically used for entering keyword correspondences. This tutorial only demonstrates the single set of replacement from version-1 to v-2. If you want to process multiple sets of keywords, fill them in carefully according to the prompts of the software interface, and ensure the left-right correspondence is correct.
2. Will files inside the folders be renamed?
The name of this function clearly points to keywords in folder names, so it mainly processes directory names. Files inside folders, such as docx, doc, xlsx, pptx, pdf, jpg, etc., will not be individually renamed by the operations in this tutorial. If a user needs to batch replace keywords in file names, they should enter the file name related functions.
3. What if duplicate folder names occur after replacement?
Before batch renaming, pay attention to whether duplicate names might be generated. For example, if two different folders become the exact same name after keyword replacement, it could lead to conflicts. It is recommended to preview the pending list and confirm that the post-replacement naming will not be duplicated, especially when processing multiple folders under the same parent directory.
4. Why check the path before processing?
Folders with the same or similar names may be distributed across different directories. The Path column helps the user determine whether the correct batch of folders has been added. The paths in this example are all located under D:\test\, indicating a concentrated processing scope that is easy to verify and check.
5. Is batch processing suitable for official project materials?
It is suitable, but confirming the rules beforehand is recommended. For important directories of formal projects, client materials, contracts, and financial data, it is best to back up first or test on a small number of samples. Batch tools can improve efficiency, but accurate rules and a clear processing scope are equally important.
Summary: Replace Manual Renaming with Rules for Clearer Directory Version Management
The key to batch renaming folder names is not simply changing many names at once, but replacing repetitive manual operations with clear rules. In this tutorial, we batch replaced version-1 in multiple directories with v-2, achieving a uniform update of project version numbers. The overall process includes entering the Folder Name tool, selecting Find and Replace Keywords in Folder Names, adding the folders to be processed, setting exact find and replace text, and continuing to complete the processing via the wizard.
For office users who frequently manage project directories, client data folders, Word document archives, Excel report directories, and PDF folders, HeSoft Doc Batch Tool can turn the otherwise tedious renaming work into a one-time rule configuration. The next time you encounter a large number of folders that need uniform replacement of version numbers, years, stage identifiers, or department names, you can prioritize the batch replacement method to make directory management more efficient and standardized.