When a folder contains a large number of Excel, xlsx, or xls tables, it is difficult to determine how many worksheets are in each workbook based solely on the file name. This article explains how to use HeSoft Doc Batch Tool to batch add the number of worksheets in each Excel file to the front or back of the file name, for example, generating a naming result like 1 Sheets - FileName.xlsx, making it convenient for archiving, checking, handover, and filtering, and avoiding opening each table individually to check the number of sheets.
When organizing Excel files, many people encounter a repetitive and time-consuming problem: there are dozens or even hundreds of xlsx spreadsheets in a folder, but to find out how many worksheets each workbook contains, you have to open each Excel file one by one. For files like financial statements, project lists, registration forms, product data sheets, and department summaries, if you need to quickly identify which files have only 1 Sheet and which contain multiple Sheets, manual checking is not only slow but also prone to oversight.
The problem this article aims to solve is: batch adding the number of worksheets before or after many Excel file names. Using the file naming feature of the office software " HeSoft Doc Batch Tool ", you can let the software automatically read the total page count or the number of worksheets in an Excel document and insert this number into the filename. After processing, you can see directly from the filename how many worksheets an xlsx file contains without opening the spreadsheet.
The following will demonstrate, with screenshots, how to rename Excel files into formats like 1 Sheets - team-participant-list.xlsx and 2 Sheets - product_list.xlsx. The entire process is suitable for batch processing files and can significantly reduce repetitive work.
Use Cases: When is it suitable to add the number of worksheets to Excel file names
Batch adding the number of worksheets to Excel file names is not just for beautifying file names; it's about making file information more intuitive. Especially in scenarios with many files, complex origins, or needs for handover or archiving, this small naming convention can save a lot of time.
- Batch checking Excel workbook structure: For example, if you need to confirm whether each xlsx file contains multiple worksheets, displaying the Sheet count in the filename allows you to avoid opening them one by one.
- Document archiving and auditing: When departments like finance, administration, and HR archive spreadsheets, they often need to know the content scale of each workbook. Writing the number of worksheets into the filename facilitates later retrieval.
- Project file handover: Before handing Excel files to colleagues or clients, having information like 1 Sheets or 2 Sheets in the filename allows the recipient to quickly grasp the file structure.
- Batch filtering of abnormal files: If a batch of spreadsheets theoretically should all only have 1 Sheet, then files showing 2 Sheets or more after processing can be quickly identified as anomalies.
- File server organization: When numerous Excel, xlsx, and xls files are stored in the same directory, a unified naming convention helps establish a standardized file management approach.
HeSoft Doc Batch Tool is positioned as office software, with its core value lying in batch processing files to reduce manual, repetitive operations. For this kind of task—"reading file information and writing it into the filename"—completing it all at once with a tool is more reliable than manually opening, recording, and renaming.
Effect Preview: Comparison of Excel file names before and after processing
Before processing: Unable to directly see the number of worksheets from the filename
Before processing, there are multiple Excel files in the folder, such as product_list.xlsx, team-participant-list.xlsx, and test.xlsx. At this point, you can only roughly gauge the file content from the names, and cannot determine how many worksheets are inside each file.
If there are only three to five files, manually opening them is acceptable; but if there are dozens or hundreds of files, individually opening them to check the worksheet count and then manually renaming them would take significant time and is prone to errors when copying numbers or typing filenames.
After processing: Sheet count displayed in front of the filename
After processing is complete, the software will add the number of worksheets for each Excel file to the front of the filename, combining it with custom text to form a clear naming format. In the screenshot, you can see filenames like 1 Sheets - team-participant-list.xlsx, 2 Sheets - product_list.xlsx, and 2 Sheets - test.xlsx.
This way, even without opening the Excel file, you can directly know how many worksheets the workbook has. This filename structure is very intuitive for batch organizing Excel and xlsx spreadsheets.
Operation Steps: Using HeSoft Doc Batch Tool to batch add the number of worksheets
Following the order of the operation screenshots, the complete process is explained below, from entering the feature and importing files to setting the naming format. Different versions may have slight UI differences, but the core steps are consistent.
Step 1: Enter the "Add total pages of document to filename" function
After opening HeSoft Doc Batch Tool , select File Name from the function categories on the left. Multiple features related to batch filename processing will be displayed on the right, such as find and replace, insert text, and add prefix and suffix.
This time, the goal is to write the number of Excel worksheets into the filename, so select the Add total pages of document to filename feature from the interface. Although the function name uses "total pages," as seen in this Excel example, it can add the number of worksheets corresponding to the Excel document as file information to the filename.
The purpose of this step is to enter a processing workflow specifically designed for "renaming files based on page count or quantity information." Upon entering, the software will guide you through file selection, processing option settings, saving location, and starting the process via a wizard.
Step 2: Add the Excel files to be processed
After entering the function page, you will first arrive at the Select records to be processed step. You can see buttons like Add Files, Import files from folder, Clear, and More provided at the top of the interface.
If you only need to process a few specific files, you can use "Add Files"; if there are many Excel spreadsheets in one folder that need batch processing, "Import files from folder" is more suitable. The screenshot shows that 3 xlsx files have been imported, and the list displays information like index, name, path, extension, creation time, and modification time.
At this step, you need to confirm two points: first, whether the file list includes all the Excel files to be processed; second, whether any files not intended for processing are present. If any records are added by mistake, they can be deleted via the operation column on the right side of the list. After confirming everything is correct, click Next at the bottom to enter the processing options settings.
Step 3: Set the position for inserting the number of worksheets into the filename
After entering Set processing options, you can configure the "Position" in the interface, including Start and End. The Start position means adding the number of worksheets before the original filename; the End position means adding it after the original filename.
The example selects the Start position, placing the number of worksheets at the very front of the filename. This way, when sorting processed files by name in the file explorer, those with prefixes like 1 Sheets, 2 Sheets will be grouped together, making it easier to view them by worksheet count.
Choose the position for this step according to your own file management habits. If you prefer to keep the original filename prefix for sorting by project name, you can choose the End position; if you wish to see the Sheet count first, the Start position is recommended.
Step 4: Fill in custom left text and right text
On the same settings page, you can also see Custom text on the left and Custom text on the right. These two input boxes control what text is displayed before and after the number.
In this example, the custom text on the left is left blank, and the custom text on the right is filled in as Sheets -. The software will place the number of worksheets in the middle during processing, so the final format will be: number of worksheets + Sheets - + original filename. For instance, if a workbook has 2 worksheets, it will generate 2 Sheets - product_list.xlsx.
If you are more accustomed to a different language format, you can also set it to text like "个工作表 -" based on the input boxes provided; if your company has a unified naming standard, fill it in according to that standard. Note that the screenshot shows the English "Sheets -" convention, and the examples in this article follow that format.
Step 5: Continue to the next step and start batch processing
After the processing options are configured, click the Next button at the bottom. Following the process tips at the top of the interface, the subsequent steps will include Set save location and Start processing. You can follow the software wizard to complete the save location confirmation and then execute the process.
After processing is complete, go back to the folder to check the results. If the filenames are now displayed in formats like 1 Sheets -, 2 Sheets -, etc., it means the number of Excel worksheets has been successfully added to the filenames in batch.
FAQ & Precautions
1. Is this method suitable for both xlsx and xls files?
The screenshot demonstrates xlsx files. Common Excel files in daily office work usually include formats like xlsx and xls. In actual use, it is recommended to test with a few sample files first to confirm the software correctly identifies the target format before batch processing the entire folder.
2. Can I add the number of worksheets to the end of the filename?
Yes. As seen in the "Position" setting from the screenshot, there are two options: Start and End. Choosing Start adds it before the filename; choosing End adds it after the filename. You can decide based on your sorting and archiving habits.
3. Why add text like "Sheets -"?
If there were only numbers like 1, 2, 3 in front of the filename, it might be unclear later what those numbers represent. Adding "Sheets -" makes the meaning clearer, and others seeing the filename can understand that it refers to the number of worksheets.
4. Do I need to back up before batch renaming?
Batch modifying filenames is an operation that affects the file management structure. It is recommended to copy a folder as a backup before formally processing important materials, or test the naming effect with a few files first to confirm it meets expectations before processing all files.
Summary: Making Excel file information directly visible in the filename
Batch adding the number of worksheets before or after Excel file names can transform filenames from "only showing the name" to "simultaneously displaying file structure information." For office scenarios requiring the organization of many xlsx spreadsheets, this can significantly reduce the repetitive labor of opening files one by one to check the Sheet count.
Using HeSoft Doc Batch Tool , you only need to enter the "Add total pages of document to filename" function under the File Name category, import the Excel files, set the insertion position and custom text, and then follow the wizard to complete the process, and filenames with worksheet counts can be generated in batch. It is recommended to first select a few Excel files to test the effect, confirm the naming format, and then apply it to the entire folder to quickly complete standardized file organization.