When a folder contains a mix of Word, PDF, Excel, PPT, TXT, Markdown, and other file types, and you need to uniformly add a year, version number, or project identifier to the end of each filename, manually renaming them one by one is slow and error-prone. This article uses "inserting -2026 at the end of filenames" as an example to show how to use the "Insert Text into Filename" feature in HeSoft Doc Batch Tool to batch rename multiple files to a format with a specified suffix, and explains the before-and-after effects, operation steps, and precautions.
When organizing study materials, project documents, contract attachments, courseware files, or archived materials, a very specific but time-consuming problem often arises: many files have already been named, but later it becomes necessary to uniformly add a piece of text to the end of the file name, such as the year "2026", version number "V2", project code, department name, or archive batch. If there are only three to five files, manual renaming is acceptable; but if there are dozens or hundreds, even including various formats like doc, docx, pdf, xlsx, pptx, ppt, txt, md, etc., modifying them one by one is not only inefficient but also prone to omissions, incorrect changes, and accidental deletion of file extensions.
This article aims to solve the scenario of "batch inserting text at the end of many file names." Taking the uniform insertion of -2026 at the end of file names as an example, it demonstrates how to quickly complete batch renaming using the office software HeSoft Doc Batch Tool . Its core value lies in helping users process files in batches, reducing repetitive work, and turning the task that originally required right-clicking to rename each file individually into a process of importing once, setting up once, and executing uniformly.
Applicable Scenarios: When is it suitable to batch insert text at the end of file names
Batch adding text to the end of file names seems like a small file organization action, but it is very common in office scenarios. For example, when a teacher organizes course materials, they need to uniformly mark files like ExamChecklist.docx, LectureSummary.pdf, and StudyPlan.docx with a specific year; when a project manager archives materials, they need to add a project number to all deliverable file names; administrative or financial staff organizing contracts, invoices, and reports may also need to append month, department, or version information to the file names.
The key requirement for this type of operation is to retain the original main body of the file name while inserting fixed text before the extension. For instance, changing MathWorksheet.xlsx to MathWorksheet-2026.xlsx, rather than corrupting the extension. For Word files, both doc and docx extensions should remain unchanged; the same applies to PDF, Excel, PowerPoint, and text files. The advantage of using a batch processing tool is that it allows the software to process each file name according to rules, avoiding inconsistencies caused by manual operation.
Effect Preview: What the file names looked like before processing
As seen from the file list before processing, the folder contains various types of material files, including Word documents, Markdown files, PDF files, Excel spreadsheets, PowerPoint presentations, and TXT text files. Their current names are similar to ExamChecklist.docx, LearningGoals.md, LectureSummary.pdf, MathWorksheet.xlsx, PresentationDraft.pptx, ProjectNotes.ppt, ReadingLog.pdf, ResearchOutline.doc, StudyPlan.docx, VocabularyList.txt.
These file names themselves already have clear meaning but do not yet reflect a uniform year. If they are to be archived in a 2026 materials directory, appending the year to the end of the file names would facilitate easier retrieval and identification later.
Effect Preview: Uniformly appended -2026 after processing
After processing is complete, it can be seen that each file name has -2026 inserted at the end of the original main file name, before the extension. For example, ExamChecklist.docx becomes ExamChecklist-2026.docx, LearningGoals.md becomes LearningGoals-2026.md, LectureSummary.pdf becomes LectureSummary-2026.pdf, and MathWorksheet.xlsx becomes MathWorksheet-2026.xlsx.
This result shows that the software does not simply append text to the very end of the entire file name, but correctly identifies the file extension and places the text to be inserted in front of the extension. This fulfills the need to add text to the end of the file name without affecting file type recognition.
Operation Steps: Using HeSoft Doc Batch Tool to insert text at the end of file names
Step One: Enter the "File Name" tool category and select "Insert Text in File Name"
After opening HeSoft Doc Batch Tool , you can see multiple office file processing categories on the left, such as File Name, Folder Name, File Organization, Word Tools, Excel Tools, PowerPoint Tools, PDF Tools, Text Tools, etc. Because the current requirement is batch file renaming, first enter the File Name category on the left.
In the File Name function area, select the second function, Insert Text in File Name. From the interface description, it can be seen that this function is used to "batch insert text at a certain position in the file name," which is perfect for adding fixed content like year, version number, or serial number to the end of file names.
Step Two: Add the files to be processed and confirm the list is correct
After entering the function page, the software will proceed to Step 1, "Select records to be processed." The top right of the page provides operation entries such as Add Files, Import Files from Folder, Clear, and More. Here you can choose according to the actual situation: if the files are scattered, you can click Add Files; if the files are all in the same folder, you can import files from the folder.
After the files are imported, they will be displayed in a table showing information such as serial number, name, path, extension, creation time, modification time, and actions. The screenshot shows a total of 10 imported records, with paths under the D:\test directory, and extensions including docx, md, pdf, xlsx, pptx, ppt, doc, txt, etc. At this point, you should focus on checking two things: first, whether all the files that need to be processed have been added; second, whether there are any files that do not need processing. If a row does not need processing, you can remove it via the delete icon in the action column.
After confirming the file list is correct, click the Next Step button at the bottom of the page to enter the processing options setting.
Step Three: Set the insertion position to -1 and enter the text to be inserted
In Step 2, "Set Processing Options," you need to fill in two key parameters: Position and Text to Insert. In the screenshot, the position is entered as -1, and the text to be inserted is entered as -2026.
From the processed effect, it can be seen that position -1 corresponds to inserting at the end of the main file name, i.e., the position before the extension. With this setting, ExamChecklist.docx will become ExamChecklist-2026.docx, not ExamChecklist.docx-2026. For batch adding text to the end of file names, this is very important because the extension must remain at the end for the system and office software to correctly identify the file type.
The "Text to Insert" can be filled in according to your actual needs, not necessarily -2026. For example, you could enter -V2, -FinalVersion, -Archived, -ClientConfirmed, -2026Spring, -ProjectA, etc. It is recommended to add separators like hyphens, underscores, or spaces before the appended text to make the processed file names easier to read.
Step Four: Set the save location and start processing
After completing the processing options, continue to click Next Step. From the interface flow, it can be seen that there are two subsequent steps: "Set Save Location" and "Start Processing." Since batch renaming will directly affect file management, it is recommended to carefully confirm the save location and processing scope before executing. If the software allows choosing an output location, you can choose to save to the original directory or a specified directory according to your work habits; if renaming the original files, it is recommended to back up important data in advance.
After entering the final step, click Start Processing, and the software will batch modify the file names according to the previously set rules. After processing is complete, check the results in the file location, and you will see that all imported files have been uniformly appended with -2026.
Frequently Asked Questions and Notes
1. Why should text be inserted before the extension, and not at the very end of the entire file name?
The file extension determines which software the system uses to open the file. For example, .docx is a Word document, .pdf is a PDF file, and .xlsx is an Excel spreadsheet. If -2026 is added after the extension, it may cause file type recognition anomalies. The correct result should be MainFileName-2026.docx, not MainFileName.docx-2026.
2. Can files of different formats be processed simultaneously?
As seen from the example, the list simultaneously contains docx, doc, pdf, xlsx, pptx, ppt, txt, md, and other files, and all can have text inserted at the end of the file name according to the same rule. This is very practical for mixed material folders, as there is no need to process by file type in batches.
3. How should the inserted text be written more standardly?
It is recommended to use clear, short, and easily searchable text. For example, the year could be written as -2026, the version number as -V1, -V2, and the project number as -P001. If the team has a unified naming convention, it is best to fill it in according to the specification to avoid different styles appearing in the same batch of files.
4. Is a backup needed before batch processing?
If the files are very important, it is recommended to first copy a set to a test folder, confirm that the processing rules meet expectations, and then process the official materials. Although batch renaming can save a lot of time, the premise is that the rules are set correctly.
Summary: Reducing repetitive renaming work with batch processing
Batch inserting text at the end of file names is a high-frequency but potentially time-consuming operation in file organization. Using the "Insert Text in File Name" feature of HeSoft Doc Batch Tool , you only need to import the files, set the position to -1, fill in the text to be appended, and then execute according to the process. This allows you to uniformly rename multiple Word, PDF, Excel, PPT, TXT, and Markdown files into a format with a specified suffix.
If you are organizing annual materials, course files, project deliverables, or archive documents, it is recommended to prioritize using this batch processing method. It can significantly reduce repetitive work, improve naming consistency, and also lower the risk of accidentally deleting extensions or missing files when manually modifying file names.