When a folder contains a large number of PDF, Word, Excel, images, compressed files, txt and other files, manually creating folders based on the first letter of file names and moving files one by one is very time-consuming. This article introduces how to use HeSoft Doc Batch Tool , select "Classify files by file name" in the file organization function, then set it to "Classify by first English letter" to batch archive files into letter folders like a, b, c, reducing repetitive operations and improving data organization efficiency.
In daily office work, many people encounter this situation: a project folder, download directory, or shared resource directory contains a mix of PDFs, Word documents, Excel spreadsheets, CSV data, PPTs, images, compressed packages, and text files. The file names might be customer IDs, order numbers, image codes, or randomly generated strings. As the quantity grows, searching and archiving become very difficult. If you manually classify files by the first English letter in their names, you would need to check every file name, create corresponding letter folders, and then drag and drop files one by one—a process that wastes time and is prone to misfiling.
The problem this article aims to solve is: how to batch-organize a large number of files into groups based on the first English letter in their file names. By using the file organization capabilities of the office software " HeSoft Doc Batch Tool ", you can import a large number of files at once, select the classification method by file name, and then let the software automatically generate the corresponding letter folders and batch move or organize the files into the appropriate directories. Whether the files are docx, doc, xlsx, xls, csv, pptx, pdf, jpg, png, txt, or zip, as long as the names of the files being processed follow the rules, they can all be batch-organized through the same workflow.
Applicable Scenarios: Which Files Are Suitable for Classification by the First English Letter
Classification by the first letter of the file name is suitable for scenarios with a large volume of files, multiple file types, and file names with distinct letter identifiers. For example, a customer service department receives numerous attachments starting with customer codes; administrative staff need to organize supplier materials; finance personnel need to archive reports from different sources by ID prefixes; designers have downloaded many stock images with file names composed of letters or number-letter combinations; operations staff need to organize materials in various formats like PDFs, Word documents, Excel sheets, and images.
The core of this classification method is not based on the file extension but on reading the first English letter in the file name and then placing files with the same first letter into the same folder. For instance, a file whose name's first English letter is 'a' will be moved to the 'a' folder; a file whose first English letter is 'p' will be moved to the 'p' folder. For files starting with numbers, you can also see examples from the screenshots: files like 369mwlbq.pdf, 383emajc.csv, and 160axlbu.jpg start with numbers, but the first English letter appearing in the name can serve as the classification basis, making this method very suitable for organizing materials with numerical IDs plus letters.
Result Preview: Files Mixed in the Same Directory Before Processing
Before processing, all files are concentrated in a single folder with mixed formats. The screenshots show the directory contains PDF files like 369mwlbq.pdf, 561jzjpq.pdf; spreadsheet files like 383emajc.csv, 475qnqko.csv, and 396kkim.xlsx; as well as PPTX, DOCX, TXT, ZIP, JPG, PNG, and other files. Because these files are all displayed in one level, the search cost increases significantly as the quantity grows.
If organized manually, the user would need to determine the first English letter of each file name one by one, manually create folders like a, e, f, g, i, j, k, m, etc., and move the corresponding files into them. This might be barely feasible with only a dozen files, but when the number reaches hundreds or thousands, such repetitive work consumes a significant amount of office time.
Result Preview: Automatic Archiving into Letter Folders After Processing
After processing is complete, the files that were previously mixed together are automatically categorized into corresponding folders based on the first English letter in their names. The processed screenshot shows multiple folders named with English letters have been generated, such as a, e, f, g, i, j, k, m, o, p, q, v, w, etc. Each folder contains files matching the first-letter rule, resulting in a clearer directory structure that facilitates subsequent searching and handovers.
This organized result is particularly well-suited for batch archiving: the user doesn't need to manually create folders one by one or drag and drop individual files. The software performs batch processing based on the classification rules set by the user, transforming the files from a "mixed pile" into a structure "grouped by first letter."
Operation Steps: Using Office Software to Batch Classify Files by the First Letter in File Names
Step 1: Enter File Organization and Select "Classify Files by File Name"
After opening HeSoft Doc Batch Tool , select "File Organization" from the left-side function navigation. On the file organization page, you can see several function cards related to file categorization. According to the screenshot, the one needed for this task is "1. Classify Files by File Name", whose function description is "Batch classify all files by file name". Click on this function card to enter the processing workflow for classification by file name.
The purpose of this step is to instruct the software that the classification basis for this task comes from the "file name," not the extension, system time, or existing folders. Since we want to categorize by the first English letter in the file name, we should select the "Classify Files by File Name" entry point.
Step 2: Add Files to Be Classified or Import from a Folder
After entering the function page, the process steps are displayed at the top of the interface: select records to process, set processing options, set save location, and start processing. The first step is to add the files to be processed. As shown in the screenshot, buttons like "Add Files," "Import Files from Folder," "Clear," and "More" are available at the upper right. If files are scattered in different locations, you can use "Add Files" to select them individually or in batches; if all files are in the same directory, it's more appropriate to use "Import Files from Folder" to add all files from that folder into the list at once.
After importing, the software lists the files in a table showing details like serial number, name, path, extension, creation time, and modification time. In the screenshot example, 20 records have been imported, covering extensions like jpg, txt, png, pdf, csv, xlsx, and others. Here you can first check if the file names and paths are correct. If a file was added by mistake, you can remove it using the delete button in the operation column, or use "Clear" to re-select. Once the list is confirmed, click the "Next" button at the bottom of the page.
Step 3: Select "Classify by the First English Letter" in Classification Methods
After entering the "Set processing options" page, you need to select the specific rule for file name classification. The screenshot shows multiple classification methods, including by first character, by first digit, by first Chinese character, by first English letter or Chinese character, by the last few characters, by characters within a custom position range, etc. The goal this time is to organize by the first English letter in the file name, so "Classify by the First English Letter" should be selected.
This option is very suitable for files with names containing numbers plus letters, IDs plus letters, or random strings. For example, the first English letter in 160axlbu.jpg is 'a', so the file will go into the 'a' folder; in 369mwlbq.pdf, it's 'm', moving it to the 'm' folder; in 475qnqko.csv, it's 'q', moving it to the 'q' folder. Selecting the correct classification rule is key to ensuring the processing results meet expectations.
Step 4: Set Letter Case Conversion as Needed
Further down the same page, you can see the "Letter Case Conversion" area, with options like "Default," "Convert to Uppercase," and "Convert to Lowercase." The screenshot currently shows "Default" selected. If you want the generated folder names to follow the case of the recognized letters by default, you can keep the default option; if internal company archiving standards require folders to be uniformly uppercase or lowercase, you can choose the corresponding conversion method here.
From the processed example, the generated folders are lowercase letters, such as a, e, f, g, i, etc. In practice, it is recommended that teams agree on a folder naming convention beforehand to avoid management confusion caused by case inconsistencies like 'A' vs. 'a' or 'P' vs. 'p' within the same batch of materials. After setting this, click "Next" to continue.
Step 5: Set Save Location and Start Processing
The interface workflow also includes the "Set Save Location" and "Start Processing" steps. Since the screenshots mainly display the first three key pages, subsequent operations can be completed following the on-screen prompts of the software. Usually, when setting the save location, you need to decide where the classified folders will be generated, for example, saved near the original file directory, or saved to a specified output directory. After setting the save location, proceed to the start processing phase, confirming the task information is correct before executing.
During the processing, it is recommended not to manually move the files being processed, to avoid task failure due to path changes. Wait for the software to finish the batch organization, then open the output location to check the results. As long as the file list and classification method are set correctly, you will get a folder structure archived by the first English letter.
Common Questions and Precautions
1. Will different file extensions affect classification by the first letter?
No. Classification by the first English letter focuses on the content of the file name, not the extension. Files of different types such as PDF, docx, doc, xlsx, xls, csv, pptx, jpg, png, txt, zip, etc., can be imported together. As long as a recognizable English letter exists in the file name, they can be categorized according to the rule.
2. What if the file name starts with a number?
As seen from the example files, many file names start with numbers, such as 369mwlbq.pdf, 160axlbu.jpg. After selecting "Classify by the First English Letter," the software will categorize based on the first English letter appearing in the file name, not simply by the first character. Therefore, these numbered files are also applicable.
3. Why should I check the import list beforehand?
The import list is the basis for the subsequent batch processing. If irrelevant files are accidentally imported, the software might classify them according to the rules as well. It is recommended to check the name, path, and extension before clicking "Next" to confirm the scope of files to be processed is correct, and to delete unnecessary records if needed.
4. Is it recommended to back up important files first?
For important files like contracts, financial statements, and customer materials, it is recommended to keep a backup before executing batch moves or classification. The efficiency of batch processing is high, but it also means multiple files can be affected at once. Backing up first can mitigate risks associated with accidentally selecting wrong files, choosing an incorrect save location, or classification rules not meeting expectations.
Summary: Reduce Manual Sorting Time with Batch Processing
Classifying files by the first English letter in the file name seems like a simple organization task. However, when the number of files increases, manual operation becomes very inefficient. HeSoft Doc Batch Tool , as a batch processing software designed for office scenarios, can handle the repetitive steps of "identifying file names, creating letter folders, and moving files," allowing users to dedicate their time to more important tasks like data verification, content editing, and business processing.
If you are organizing a large quantity of PDF, Word, Excel, image, or compressed package files and wish to create a clear directory based on the first letter of their names, it is recommended to follow the steps in this article: enter File Organization, select "Classify Files by File Name," import the files, select "Classify by the First English Letter," set the save location, and start processing. After a few steps, you will get a neatly structured set of letter folders.