Many office documents need to have a year, batch, or version identifier added uniformly when archiving—for example, adding -2026 to the end of filenames such as Word, PDF, Excel, PPT, and TXT. Manually modifying them is not only time-consuming but may also corrupt extensions like docx, pdf, xlsx, and pptx. This article introduces using HeSoft Doc Batch Tool , via the "Insert Text into Filename" feature, to insert text at the end of the filename body and before the extension, quickly completing batch renaming of multi-format files.
In daily office work, file names are often not finalized in one go. When many materials are created, only the content name is written, such as ExamChecklist, LectureSummary, MathWorksheet, StudyPlan, etc. By the time they need to be archived, delivered, reviewed, or handed over, it becomes necessary to append a year, version number, project code, or review status to the file name. The most common example is uniformly changing a batch of files to the format "original_name-2026.extension".
If these files include Word documents, PDFs, Excel files, PowerPoint presentations, TXT files, and Markdown files, renaming them one by one manually is very inefficient. Even more troublesome, if you accidentally alter extensions like .docx, .pdf, .xlsx, .pptx, or .txt during manual renaming, the files may become unopenable. This article will explain how to use the office software HeSoft Doc Batch Tool to batch append -2026 to various file names while ensuring the extensions remain correct.
Applicable Scenarios: Adding a Uniform Year, Batch, or Version to the End of File Names
"Adding text to the end of a file name" is common in office management and is particularly suitable for the following scenarios:
- Annual Archiving: Uniformly adding years like -2026, -2025 to study materials, reports, contracts, and courseware.
- Version Management: Adding -V1, -V2, -Final to drafts, revised drafts, and confirmed drafts.
- Project Delivery: Appending project codes or client names to all deliverable files.
- Material Classification: Adding identifying information such as department, class, month, or batch at the end of file names.
- Mixed Format Organization: Simultaneously processing files like doc, docx, pdf, xls, xlsx, ppt, pptx, txt, md, etc.
The common characteristics of these tasks are fixed rules, large quantities, and high repeatability, making them very suitable for batch processing software. HeSoft Doc Batch Tool is positioned precisely for batch processing office documents, helping users streamline and automate repetitive workflows.
Effect Preview: File Names Without a Uniform Suffix Before Processing
The folder before processing contained a total of 10 files, named respectively ExamChecklist.docx, LearningGoals.md, LectureSummary.pdf, MathWorksheet.xlsx, PresentationDraft.pptx, ProjectNotes.ppt, ReadingLog.pdf, ResearchOutline.doc, StudyPlan.docx, and VocabularyList.txt. Although their naming conveys the file content, they lack a uniform year identifier.
If these files are later to be placed into "2026 Study Materials", "2026 Project Documents", or "2026 Archived Files", relying solely on the folder name may not suffice. By adding the year to the file name, even if the file is copied to another directory, its affiliation can be determined from the name.
Effect Preview: Each File Name Has -2026 Appended After Processing
After batch processing, the file names become ExamChecklist-2026.docx, LearningGoals-2026.md, LectureSummary-2026.pdf, MathWorksheet-2026.xlsx, PresentationDraft-2026.pptx, ProjectNotes-2026.ppt, ReadingLog-2026.pdf, ResearchOutline-2026.doc, StudyPlan-2026.docx, and VocabularyList-2026.txt.
You will notice that -2026 is inserted after the main body of the file name and before the extension. This renaming method satisfies the need to "add text to the end of the file name" without altering the original file format. Word files remain as docx or doc, PDFs remain as pdf, Excel files as xlsx, and PPTs as pptx or ppt.
Operating Steps: Batch Adding -2026 to the End of File Names
Step 1: Open "Insert Text into File Name" in the File Name Category
After launching HeSoft Doc Batch Tool , first select File Name in the left navigation bar. This category centrally houses functions related to file name processing, such as finding and replacing keywords in file names, inserting text into file names, and adding prefixes and suffixes to file names.
What this example aims to achieve is "inserting text at the end of many file names", and the corresponding function is Insert Text into File Name. After clicking the function card, you will enter the batch processing wizard. The purpose of this entry is to insert text at a specific position in a file name in batches, so it is not only suitable for appending at the end, but also for file naming tasks that require inserting a number or identifier at a certain position.
Step 2: Import the Files to be Renamed
After entering the function, the page top displays the current function name "Insert Text into File Name" and presents the operation flow in steps: Select records to process, set processing options, set save location, and start processing. The first step to complete is Step 1, adding the files to be processed to the list.
In the upper right corner of the interface are Add File and Import File from Folder. If you only need to process a few files, you can use Add File; if you need to process an entire materials folder, using Import File from Folder is more convenient. After import, the software lists each file's name, path, extension, creation time, and modification time.
The screenshot already shows 10 imported files, and the record count displayed at the bottom is 10. At this point, it is recommended to review the names and paths row by row to confirm that the wrong directory has not been imported and that temporary or irrelevant files are not added to the list. Click Next at the bottom after confirmation.
Step 3: Set the Insertion Position and Insertion Text
Upon entering Step 2, there are two required fields in the interface: Position and Text to insert. In this example, enter -1 for the Position and -2026 for the Text to insert.
The logic of this setting can be understood by reverse-engineering from the final result: By filling in -1, the software will insert the text at the end of the file name's main body, which is the position before the extension. Therefore, LectureSummary.pdf will become LectureSummary-2026.pdf, and StudyPlan.docx will become StudyPlan-2026.docx. This handling is perfectly suited for the requirement of "appending a suffix to the end of the file name."
If what you want to add is not a year, you can change the "text to insert" to other content. For example: -Reviewed, -Archived, -ClientVersion, _2026, -Batch1. Note that the inserted text will be applied to all imported files, so before clicking Next, ensure there are no typos and the separators conform to naming conventions.
Step 4: Continue to Set the Save Location and Execute Processing
After the processing options are set, click Next to enter "Set Save Location". The interface flow clearly shows that the "Start Processing" step follows. Since batch file name modification affects file management, it is recommended to confirm once more before final execution: whether the file list is correct, the inserted text is correct, and the position is filled in as -1.
Once confirmed, proceed to the Start Processing step to execute the batch renaming. After processing is complete, open the folder to check the results, and you will see that all files have been appended with -2026 according to the same rule.
FAQ and Notes
What is the effect of position -1?
In this example, the effect of position -1 is to insert text at the end of the file name body and before the extension. That is to say, it is suitable for "appending text to the end of the file name." From the processed screenshots, you can see that -2026 appears before extensions like .docx, .pdf, .xlsx, etc.
Will it change the file content?
What this article demonstrates is file name processing, aiming to modify file names, without involving changes to the internal content of Word, PDF, Excel, or PPT files. After processing, the file content remains unchanged; only the name has the specified text added.
How to reduce the risk of errors when there are many files?
Before batch processing, it is recommended to test the rule with a small number of files to confirm the results are correct before processing a large number. Especially for formal materials, contract documents, and financial files, it is best to back up first or operate in a test directory.
Can Chinese characters be added to the file name?
Judging from the function logic, the "text to insert" is a text input field, so you can fill in Chinese, numbers, English, or common separators. In actual use, it is recommended to avoid special characters not supported by the system and to keep the naming as concise as possible.
Summary: Batch Adding Suffixes is More Stable Than Manual Renaming
Batch adding -2026 to the end of file names might seem like a small operation, but when the number of files increases and formats become complex, manual processing clearly slows down efficiency. Using HeSoft Doc Batch Tool , you can import multiple Word, PDF, Excel, PPT, TXT, and MD files at once, and then use "Insert Text into File Name" to set the position and append content, achieving uniform and stable batch renaming.
If you are doing annual material organization, course file archiving, project document delivery, or multi-format file management, you can follow the steps in this article: enter the File Name function, select Insert Text into File Name, import files, set the position to -1, fill in -2026, and finally execute the processing. This quickly yields neat and consistent file naming results, reduces repetitive work, and makes subsequent retrieval and archiving more efficient.