When archiving, verifying, or handing over numerous Excel files, the number of worksheets is critical information. However, manually opening each xlsx file to check the sheet count is extremely inefficient. This article uses HeSoft Doc Batch Tool as an example to explain how to batch-write the number of Excel worksheets as a file name prefix or suffix, and generate a clear naming format using custom text, helping users quickly identify file structures and improve the efficiency of batch-table-file organization.
In daily office work, Excel files often contain not just a single sheet, but multiple worksheets. For example, a product list might include product details, a price list, and an inventory sheet; a registration statistics file might contain multiple worksheets such as a name list, check-in, and groupings. The problem is, when all these files are placed in the same folder, you cannot tell how many sheets are inside just by looking at the file names.
If you need to organize a batch of Excel, xlsx, or xls files, the most cumbersome method is to open the files one by one, count the worksheet tabs at the bottom, and then manually rename them. This approach is not only slow, but once there are many files, it is very easy to write the wrong number. A more efficient method is to use office software to batch-read document information and automatically write the number of worksheets into the file name.
This article will introduce how to use HeSoft Doc Batch Tool to batch-add the number of worksheets in an Excel file to the beginning or end of the file name. This method is particularly suitable for scenarios like spreadsheet archiving, file reviewing, material handover, and batch-checking the structure of xlsx files.
Applicable Scenarios: Why Add the Number of Excel Worksheets to the File Name
A file name is not just the name of a file; it is also the most easily searchable, sortable, and identifiable piece of information in file management. Putting the number of worksheets directly into the file name makes Excel files easier to manage.
- Quickly judge file complexity: An Excel file with 1 worksheet is usually simpler, while a file with multiple worksheets may contain more business data. Displaying the sheet count in the file name allows for a quick judgment of processing priority.
- Batch-check if spreadsheets meet requirements: For example, if the submission requirement is that each file can only have 1 worksheet, any files showing "2 Sheets" or "3 Sheets" after processing can be immediately identified as anomalous.
- Reduce repeated opening of Excel: There is no need to open xlsx files one by one to check the sheet tabs at the bottom; you can view the file name directly in the file explorer.
- Improve handover efficiency: When sending files to colleagues, clients, or auditors, the recipient can quickly understand the structure of each workbook from the file name.
- Standardize file naming conventions: For long-term archived office files, file names containing the worksheet count are more standardized, which also facilitates future retrieval.
HeSoft Doc Batch Tool is an office software characterized by its focus on batch file processing. Compared with manual renaming, it is more suitable for handling a large number of files, especially tasks with clear naming rules and many repetitive actions.
Effect Preview: From Ordinary File Names to File Names with Sheet Count
Before Processing: Only Can See the Excel File Name, Cannot See the Sheet Count
In the image below, the folder contains three Excel files: product_list.xlsx, team-participant-list.xlsx, and test.xlsx. Before processing, they are just ordinary file names, and you cannot tell from the name how many worksheets each workbook contains.
Looking only at this list, a user must open each file to know whether product_list.xlsx has 1 worksheet or 2 worksheets. For a large number of files, this is typical low-efficiency, repetitive labor.
After Processing: File Name Prefix Shows "1 Sheets", "2 Sheets"
After processing is complete, the number of worksheets is added to the front of the Excel file name, along with the custom text "Sheets -". This makes the worksheet count for each file clearly visible.
For example, team-participant-list.xlsx is displayed as 1 Sheets - team-participant-list.xlsx after processing, indicating the file contains 1 worksheet; product_list.xlsx and test.xlsx are displayed with 2 Sheets - in front, indicating they contain 2 worksheets each. This result is very suitable for subsequent filtering, checking, and archiving.
Steps: Batch-Adding the Worksheet Count to the Prefix of Excel File Names
The specific process is detailed below based on the software operation screenshots. The example adds the worksheet count to the front of the file name. If you wish to add it to the back, you can also choose the ending position in the position settings.
Step One: Select the Corresponding Function in the File Name Tool
After opening HeSoft Doc Batch Tool , the left side is the function category area. After selecting the File Name category, multiple file name processing functions will appear on the right. This time, you need to click on Add Total Page Count of Document to File Name.
From the screenshot, you can see that the description of this function card is to batch-add the total page count of a document to file names. For Excel files, the processing result shown in this example is adding the number of worksheets in the workbook to the file name. After selecting this function, the software will enter a step-by-step processing interface.
Step Two: Import the Excel Files to Be Batch-Processed
After entering the function, the first step is Select the records to be processed. In the upper right corner of the page, you can see two common entry points: Add Files and Import Files from Folder.
If the target Excel files are scattered in different locations, you can click "Add Files" to select them one by one; if all files are in the same directory, it is recommended to use "Import Files from Folder," which is more in line with the usage scenario of batch processing. Once imported, the files will be displayed in the list, including information such as name, path, extension, creation time, and modification time.
Here, it is important to check the "Name" and "Extension" columns to confirm that the imported files are the xlsx files that need processing. If a file that does not need processing appears in the list, it can be removed through the operation column on the right. The bottom of the screenshot shows a record count of 3, indicating that 3 Excel files will be processed this time.
Step Three: Choose the Adding Position: Prefix or Suffix
After clicking "Next Step," you enter the Set processing options phase. In the "Position" area, you can choose Starting Position or Ending Position. This is the key setting that determines whether the worksheet count is placed at the beginning or the end of the file name.
The example selects "Starting Position," so the final result is "1 Sheets -", "2 Sheets -", etc. appearing in front of the original file name. If "Ending Position" is selected, the worksheet count will be added to the back of the original file name, which is more suitable for scenarios where you need to preserve the original file name prefix for sorting.
In actual office work, this suggestion is made: if you mainly want to view and sort by the number of worksheets, choose "Starting Position"; if you mainly want to keep the project name, department name, or date at the front, choose "Ending Position".
Step Four: Set Custom Text to Make the Number's Meaning Clearer
Besides the position, you also need to set the text on the left and right sides of the number. The screenshot shows two input boxes: Custom text on the left and Custom text on the right.
In the example, the setting is: left text is empty, and the right text is Sheets -. The software will place the automatically recognized worksheet count between the left and right text, so the final naming effect is:
Worksheet Count + Sheets - + Original Excel File Name
For example, if a file contains 2 worksheets and the original file name is test.xlsx, after processing it becomes 2 Sheets - test.xlsx. If you prefer to use Chinese, you can also set it according to your needs, such as "个工作表 -", but it is recommended to keep the naming rules for the same batch of files consistent.
Step Five: Set the Save Location and Execute Processing
After completing the processing options, click Next Step at the bottom. The process flow at the top of the interface shows that the subsequent steps include Set Save Location and Start Processing. Continue following the wizard to confirm the save location, and then execute the batch processing.
After the processing is complete, open the target folder to view the file names. If the file names now feature "1 Sheets -", "2 Sheets -", etc. at the front, it means the Excel worksheet count has been successfully added to the file names.
Frequently Asked Questions and Precautions
1. Is the number in the file name entered manually?
No. The value of this function lies in its ability to batch-read document information and add the corresponding count to the file name. The user only needs to set the text surrounding the number and the insertion position; there is no need to manually enter the worksheet count for each file.
2. What is the difference between adding to the front and adding to the back?
Adding to the front is more suitable for sorting and filtering by the number of worksheets; adding to the back is more appropriate for preserving the main identifying information of the original file name. Neither method is absolutely superior; it depends on your file management habits.
3. Are spaces needed around "Sheets -"?
It is recommended to keep appropriate spaces or separators to make the file name more readable. The format used in the screenshots is "Sheets -", which creates clear boundaries between the number, the descriptive text, and the original file name.
4. What should I pay attention to before batch processing?
It is advisable to test with a few files first to confirm that the processing results meet the naming conventions before importing and processing the entire folder. If the files are very important, it is also recommended to back them up in advance to avoid confusion caused by mis-operation.
Summary: Replace Opening Excel Files Individually to Check Sheets with Batch Processing
Adding the Excel worksheet count as a prefix or suffix to the file name is a simple but very practical file organization method. It allows the structural information of xlsx files to be displayed directly in the file name, reducing the number of times you need to open files for checking and improving the efficiency of archiving, reviewing, and handover.
With HeSoft Doc Batch Tool , you only need to select the "Add Total Page Count of Document to File Name" function, import your Excel files, set the starting or ending position, and fill in the custom text like "Sheets -" to complete the batch renaming. For users frequently handling large volumes of office files, it is recommended to incorporate this batch naming method into your daily file organization workflow.