When dealing with a large number of video assets, opening each one individually for preview can be a huge waste of time. This article uses the batch creation of 3×3 grid video thumbnails as an example to explain how to use HeSoft Doc Batch Tool to quickly generate JPG preview images from multiple MP4 video files. The tutorial covers applicable scenarios, before-and-after effect comparisons, file importing, parameter settings, saving, and processing precautions, making it ideal for short-video operators, editors, course administrators, and project file managers dealing with batch video processing in their daily work.
In work environments where video files are proliferating, "finding a video" often takes more time than "processing a video." A folder might contain a batch of MP4 videos with names like Video test 2.mp4, Video test 4.mp4, Video test 5.mp4, but without opening them for playback, it's difficult to know what content each one captures. Especially in asset libraries, course libraries, and project delivery directories, as the number of videos grows, manual previewing becomes a high-frequency, repetitive task.
A more efficient approach is to batch-create 3×3 grid thumbnails for each video. A grid preview image combines multiple frames from the video into a single JPG picture, allowing users to quickly determine the video's content simply by browsing images. This article introduces how to use the office software " HeSoft Doc Batch Tool " to batch-generate grid preview images for multiple MP4 and other video files, helping you save time in video management, asset selection, and file archiving.
Applicable Scenarios: What Office Problems Batch Video Previews Can Solve
HeSoft Doc Batch Tool is an office software whose core value lies in batch processing files, reducing repetitive work, and improving efficiency. It is applicable not only to documents, spreadsheets, PDFs, and other files but also provides video tools capable of handling common batch video tasks. For the need to "generate preview images for many videos," it addresses not the issue of screenshotting a single video, but the unified processing of multiple files.
The following scenarios are particularly well-suited for using 3×3 grid video thumbnails:
- Short video operations asset selection: When downloading, shooting, or receiving a large number of MP4 videos daily, you can batch-generate preview images first and then quickly pick usable assets.
- Editing project archiving: A project might contain multiple videos, such as raw footage, rough cuts, and final versions. After generating thumbnails, finding files later becomes more intuitive.
- Organization before client review: Before sending multiple videos to a client, you can attach JPG preview images, allowing the client to quickly grasp the general content of each video.
- Teaching and training material management: When there are many course screen recordings, meeting recordings, and training clips, preview images can help administrators determine video topics and frame content.
- Internal team handover of materials: When team members hand over video files, preview images act as a visual index, reducing communication costs.
If your current practice is still to open videos one by one, drag the progress bar, take manual screenshots, and then stitch them together using an image tool, batch-generating grid thumbnails would be more suitable for long-term use.
Effect Preview: From a Batch of MP4 Files to a Batch of JPG Grid Images with the Same Names
Before Processing: Video Files Only Showing Name, Time, and Size
The screenshot before processing shows a folder containing multiple MP4 videos. You can see files like Video test 2.mp4, Video test 4.mp4, Video test 5.mp4, and Video test 11.mp4 in the file list, with their modification times and file sizes displayed on the right.
This type of list view is suitable for managing file names, sorting, and checking sizes, but it's not fit for judging video content. File size only indicates the storage space the video occupies, and modification time only shows when the file was updated. If the file name lacks a detailed description, users still need to open the video to confirm its visual content.
After Processing: A JPG Grid Thumbnail Generated for Each Video
In the screenshot after processing, the original multiple MP4 files have had corresponding JPG images generated. The image names correspond to the video names; for example, Video test 2.jpg corresponds to Video test 2.mp4, and Video test 14.jpg corresponds to Video test 14.mp4.
More importantly, each JPG contains multiple frame clips, forming a 3×3 grid effect. Users can directly view the video content through the file manager's thumbnail view without needing to open a media player. This result is very intuitive for video folders that require quick browsing, filtering, and archiving.
Operation Steps: Batch Creating 3×3 Video Grid Thumbnails
The following explains, step-by-step based on the software operation screenshots, how to complete the batch generation. The overall operation can be summarized into four steps: enter the video tool, import video files, set the grid parameters, and set the save location and start processing.
Step 1: Enter Video Tools and Open the "Generate Previews for Videos" Function
After launching HeSoft Doc Batch Tool , the left side features a function category navigation. The screenshot shows the software provides various office processing categories, including file names, folder names, file organizing, Word tools, Excel tools, PowerPoint tools, PDF tools, text tools, image tools, video tools, audio tools, etc.
Since we need to process video files this time, you need to select "Video Tools" on the left side. After entering the video tools, find "Generate Previews for Videos" among the function cards. The description below this function card reads "Batch generate grid preview images for video files," which perfectly aligns with the goal of this article.
The expected result of this step is entering the processing interface for "Generate Previews for Videos." Choosing the correct function is very important, as the same page also contains functions like "Remove Audio from Video," "Remove Image from Video," "Convert Video to MP4," and "Convert Video to AVI," which serve different purposes and should not be confused.
Step 2: Add Individual Files or Batch Import Videos from a Folder
After entering the function, the software interface will display a list of records pending processing. Above it are two commonly used entry points: "Add Files" and "Import Files from Folder". Their selection methods differ slightly:
- Add Files: Suitable for selecting some video files from different locations.
- Import Files from Folder: Suitable when a batch of videos in the same directory needs unified processing.
The screenshot shows that 9 MP4 files have been successfully imported. The list details the file names, paths, extensions, creation times, modification times, and other information, with the bottom summary showing a record count of 9.
The goal of this step is to let the software know which videos to generate thumbnails for. After importing, it's advisable to check the list to confirm no files were selected in excess, missed, or picked from the wrong directory. Especially in asset folders containing videos from different projects, it's best to verify the path column before processing to avoid generating preview images for unrelated videos.
If you find a video that doesn't need processing, you can remove it via the delete icon on its right; if the entire list is wrong, use the "Clear" button on the interface to re-import. After confirming everything is correct, click the "Next" button at the bottom to enter parameter settings.
Step 3: Set Both the Vertical and Horizontal Image Count to 3
On the "Set Processing Options" page, the most critical setting is the grid count. The screenshot shows two required fields: Vertical Image Count and Horizontal Image Count, both currently filled in as 3.
When the vertical image count is 3 and the horizontal image count is 3, the final generated preview image will be a 3×3 grid, meaning each image contains 9 small frames. For most video asset previews, 9 frames can cover more content variations, making it more reliable than a single-frame thumbnail.
If you want to generate other forms of preview images, you can adjust the count as needed. For example, 2×2 would generate a 4-grid with larger frames but less information; 4×4 would generate a 16-grid with more information but smaller individual frames. The topic of this article is a 9-grid, so it's recommended to keep the settings at 3 and 3.
Step 4: Adjust the Small Image Size Percentage to Control the Visual Effect of the Preview Image
On the same settings page, there is another parameter: Small Image Size Percentage in Cell. It controls the size ratio of each small frame within its cell using a slider.
This parameter affects the visual appearance of the generated preview image. A higher percentage means the frame nearly fills each cell; a lower percentage might result in more noticeable spacing between cells. For asset previews where quick content identification is desired, clearer smaller frames are usually preferred, so you can keep the default or adjust appropriately based on preview needs.
After completing the settings, continue by clicking "Next." At this point, the first two process nodes are complete, and the software will proceed to "Set Save Location."
Step 5: Set the Output Location and Start Generating JPG Preview Images
As seen from the interface process bar, the full process consists of four stages: Select records to process, Set processing options, Set save location, and Start processing. Although the screenshot doesn't show the specific details of the latter two pages, it can be reasonably determined that after completing parameter settings, you need to continue to set the save location for the generated files and then start batch processing.
It's recommended to plan the save location in advance. For example:
- For your own quick viewing: You can save the JPG preview images near the original video directory for easy one-to-one correspondence.
- For project archiving: You can create a "Previews" directory under the project folder to centrally save all JPGs.
- For delivery to clients or colleagues: You can organize the videos and corresponding preview images together, keeping the names consistent for easy reference by the recipient.
After starting processing, the software will automatically generate results based on the imported list and set parameters. Once complete, you can see the JPG grid thumbnails with the same names as the videos in the output location.
Suggestions for Naming and Managing Video Grid Thumbnails
Batch processing doesn't just generate files; it needs to facilitate subsequent searching. According to the post-processing screenshot, the output JPGs maintain the same main name as the original videos, which is very beneficial for file management. For example:
- Video test 2.mp4 → Video test 2.jpg
- Video test 4.mp4 → Video test 4.jpg
- Video test 16.mp4 → Video test 16.jpg
This naming method minimizes manual renaming and reduces the risk of file correspondence errors. To further enhance management efficiency, it is recommended to make the following preparations before batch processing:
- Unify video file names first: If the original videos are chaotically named, you can first organize them by project, date, or number.
- Organize by project folders: Don't mix videos from multiple projects in the same directory for batch processing, otherwise the subsequent preview images will also be mixed together.
- Keep the original videos: Preview images are only for auxiliary viewing and should not replace the original video files.
- Check the output count: For example, if you imported 9 videos, a corresponding number of JPG preview images should normally be generated.
Frequently Asked Questions and Notes
1. Why not just use the system's built-in thumbnails?
System built-in thumbnails usually only show a single frame from the video, and sometimes display a black screen, intro, or an unrepresentative scene. A 3×3 grid preview image contains multiple frames, which is more suitable for judging the overall content of a video, especially for asset selection and archiving.
2. Will batch generating a grid change the original MP4 video?
The operational goal described in this article is to generate preview images for videos, and the output result is a JPG picture. Its purpose is to assist in viewing video content, not to edit or overwrite the original video. For safer file management, it's recommended to set the output directory clearly and confirm the result files after processing.
3. If there are many videos, do I need to process them in batches?
If the number of videos is large, it's recommended to import them in batches based on the project or folder. The benefit of this is a clearer list and easier verification of output results. For office scenarios, batch importing is still far more efficient than processing them manually one by one.
4. Is the 3×3 parameter fixed and unchangeable?
No. Both the vertical and horizontal image counts in the screenshot can accept numerical input. To generate a nine-grid for this article, both values were set to 3. If you need other forms like 4-grid or 16-grid, you can adjust them according to your needs. However, if the goal is to quickly preview a large number of videos, 3×3 is usually more balanced.
5. What subsequent work can the output JPG images be used for?
The generated JPG preview images can be used for folder browsing, asset catalogues, project descriptions, client communication, team reviews, archive lists, and more. They serve as a visual index for video files, allowing others to get a preliminary understanding of the content without opening the videos.
6. What is the difference between Add Files and Import Files from Folder?
"Add Files" is more suitable for selecting files sporadically from different locations, while "Import Files from Folder" is more suitable for importing videos from a specific directory at once. The screenshot shows multiple MP4 files imported; if your assets are all in the same folder, using the folder import is generally more convenient.
The Key to Improving Efficiency: Turning Individual Viewing into Batch Generation
Much video management work seems simple, but the actual time consumption mainly comes from repetitive operations: opening a file, waiting for playback, dragging the progress bar, screenshotting, closing the player, then opening the next file. This is acceptable for a small number of videos, but when the count increases to dozens or hundreds, this method doesn't meet office efficiency requirements.
Using HeSoft Doc Batch Tool to batch-create 3×3 grid thumbnails can offload these repetitive actions to the software. Users only need to import the video list, set the vertical and horizontal image counts, specify the save location, and then wait for the batch output. The generated JPG preview images correspond to the original video names, making viewing and archiving much more convenient.
Summary: Making Large Quantities of Video Assets Easier to Manage with Grid Thumbnails
The core value of batch-generating video 9-grid preview images is to transform numerous MP4 and other video files from "you can only see the file name" to "you can directly see the content." This article, using before-and-after processing screenshots and the operation interface, introduced how to enter the "Generate Previews for Videos" function in HeSoft Doc Batch Tool , import multiple videos, set the 3×3 parameters, and continue to complete the saving and batch processing.
If you often organize video assets, manage course recordings, archive project files, or deliver videos to clients, it is recommended to make grid preview images a fixed part of your workflow. It eliminates the need to play videos one by one or manually stitch images together, significantly reducing repetitive labor. The next time you face a folder full of MP4, MOV, AVI, or other video files, you can batch-generate JPG preview images first, then proceed with filtering, categorization, and delivery. Your work will be clearer and more efficient.