In office file organization, it is often necessary to rename a batch of files uniformly to the format "original name + fixed text + extension," such as appending -2026 before the extension. This article demonstrates the complete process using HeSoft Doc Batch Tool : first, view the file names before processing; then enter the file name feature’s "insert text into file name," import the file list, set the position to -1 and fill in the text to be inserted; finally, execute the batch processing. Applicable to multiple file formats such as Word, PDF, Excel, PPT, TXT, and MD.
The most troublesome part of file organization is not complex operations, but a large number of repetitive tasks. For example, a folder contains dozens or even hundreds of data files, originally named ExamChecklist.docx, LearningGoals.md, LectureSummary.pdf, MathWorksheet.xlsx, etc. Now, you need to uniformly append a fixed text, transforming them into ExamChecklist-2026.docx, LearningGoals-2026.md, LectureSummary-2026.pdf, MathWorksheet-2026.xlsx. If you rename them manually, it's not only time-consuming but also prone to errors due to copy-paste, cursor positioning, or incorrect extension selection.
This article introduces a method more suitable for office scenarios: using the "Insert Text in Filename" feature of HeSoft Doc Batch Tool to uniformly insert a fixed suffix before the file extension. It is suitable for tasks like batch renaming files, batch appending years, batch adding version numbers, and batch adding project identifiers to documents. Regardless of whether the file is doc, docx, pdf, xlsx, pptx, ppt, txt, or md, as long as they are processed according to the same naming rule, batch tools can reduce repetitive labor.
Applicable Scenarios: Why Append Text Before the Extension
Many users confuse "end of filename" with "the very end of the entire name." Strictly speaking, an office filename typically consists of the "filename body" and the "extension." For example, in StudyPlan.docx, StudyPlan is the filename body, and .docx is the extension. The -2026 we want to append should be placed after StudyPlan and before .docx, i.e., StudyPlan-2026.docx.
This processing method is suitable for the following scenarios:
- Adding years to annual materials: e.g., -2026, -2025.
- Adding identifiers for document versions: e.g., -V1, -V2, -Final.
- Adding project codes to project files: e.g., -ProjectA, -P2026.
- Adding semester or course batch identifiers to learning materials: e.g., -Spring, -Week2.
- Adding statuses to archived files: e.g., -Archived, -Reviewed, -ToSubmit.
The advantage of using batch processing tools lies in the uniformity of rules. Once you set the insertion position and content, the software applies the same rule to all files in the list, avoiding inconsistencies caused by manual individual modifications.
Effect Preview: Before Processing, Files Have No Fixed Suffix
The screenshot before processing shows a folder containing 10 files of diverse types: Word documents ExamChecklist.docx, ResearchOutline.doc, StudyPlan.docx; PDF files LectureSummary.pdf, ReadingLog.pdf; an Excel file MathWorksheet.xlsx; PowerPoint files PresentationDraft.pptx, ProjectNotes.ppt; plus LearningGoals.md and VocabularyList.txt.
These file names have no uniform suffix. If they are used for the same year, the same project, or the same batch of archived materials, you might need to open directories or check paths to determine their affiliation during later retrieval. Appending fixed text to the end of the filename body can give files clearer identifying information at the name level.
Effect Preview: After Processing, -2026 Is Uniformly Inserted Before the Extension
In the screenshot after processing, all files have had -2026 appended before the extension. For example, ExamChecklist.docx becomes ExamChecklist-2026.docx, PresentationDraft.pptx becomes PresentationDraft-2026.pptx, and VocabularyList.txt becomes VocabularyList-2026.txt.
This result aligns with best practices for batch renaming: preserve the original filename body, preserve the original extension, and insert the required identifier only between them. This enhances the informational content of the filename without affecting how the file is opened.
Operation Steps: Uniformly Insert Fixed Text Before the Filename Extension
Step 1: Select the "Insert Text in Filename" Feature
After opening HeSoft Doc Batch Tool , you will see multiple office processing modules in the left navigation bar. Since the task this time is to process file names, click File Name. In the function list, find Insert Text in Filename. This function's description is for batch inserting text at a specific position within filenames, perfectly fitting the need to "append fixed text before the extension" in this example.
As seen in the screenshot, this function is located in the second card under the file name category. Selecting it takes you to the specific batch processing wizard.
Step 2: Add or Import Files to Process
After entering the function page, the first thing is "Select records to process." The top right corner of the interface provides two main entry points: Add Files and Import Files from Folder. If your files are concentrated in one folder, importing from a folder is recommended; if you only want to process some files, you can manually select them using Add Files.
After files are imported, the table displays information such as name, path, extension, creation time, and modification time. This list serves as a pre-processing confirmation checklist. The screenshot shows 10 records, all located under D:\test, with extensions covering docx, md, pdf, xlsx, pptx, ppt, doc, txt, etc. Once you confirm the record count and file scope are correct, click the Next button at the bottom.
Step 3: Set Position to -1 and Enter the Fixed Text to Append
On the "Set Processing Options" page, two fields need to be configured. The first is Position, shown as -1 in the screenshot; the second is Text to insert, shown as -2026 in the screenshot.
For the requirement of "batch appending fixed text to file names," the position setting is critical. According to the final effect, -1 inserts the text at the end of the filename body, i.e., before the extension. For example, ReadingLog.pdf becomes ReadingLog-2026.pdf, not ReadingLog.pdf-2026. This ensures that extensions like pdf, docx, xlsx, pptx remain at the end of the filename.
When entering the inserted text, it is recommended to include the separator as well. For instance, to append a year, write -2026; for a version number, write -V2; for a Chinese status, write -Reviewed. This makes the generated filenames clearer and easier to search.
Step 4: Set the Save Location and Start Batch Processing
After setting the position and inserted text, click Next. The page flow indicates that the subsequent steps will involve "Set save location" and "Start processing." Before batch processing filenames, it's advisable to reconfirm the scope of this operation, especially whether the imported list contains files that do not need to be renamed.
After confirming the save location and processing rules, proceed to the start processing step to execute the task. Once processing is complete, you can go back to the folder to check the results. As long as the filenames follow the format "original name-2026.extension," it means the batch appending of fixed text was successful.
Common Questions and Precautions
1. Can text be appended to files with different extensions at the same time?
Yes. From the sample results, files like docx, doc, pdf, xlsx, pptx, ppt, txt, and md were all renamed according to the same rule. For mixed office materials, this saves more time than processing them separately by format.
2. Will the inserted text affect the file content?
No. This function processes file names, not the file content body. The internal content of Word documents, PDF files, Excel spreadsheets, and PPT presentations will not change due to appending text to the file name.
3. Why is it recommended to add a separator?
While appending 2026 directly, like ExamChecklist2026.docx, might still be recognizable, its readability is not as good as ExamChecklist-2026.docx. Using hyphens or underscores makes the filename structure clearer, which is especially suitable for team collaboration and batch archiving.
4. What should be checked before batch processing?
It is recommended to check three items: whether the file list is complete, and if it includes files that should not be processed; if the position is correctly set to -1; and if the inserted text is spelled correctly. For important materials, consider copying them first for a test run before executing on the official files.
5. If the text to append is not -2026, how can I set it?
Simply change the "Text to insert" to your desired content. For example, -2026Version, -ClientConfirmed, -Batch3, _Archived. The software will apply this text to all selected filenames.
Summary: Enhancing File Organization Efficiency with Rule-based Batch Renaming
Essentially, batch inserting text at the end of filenames transforms repetitive manual renaming actions into rule-based processing. Through HeSoft Doc Batch Tool , users can first import the files needing processing, then set the insertion position and fixed text, and finally execute uniformly. In the example, simply setting the position to -1 and the inserted text to -2026 unified files in various formats into names with year suffixes.
If you frequently organize Word, PDF, Excel, PPT, or text materials, it's recommended to incorporate batch filename processing methods like this into your daily office workflow. It can reduce repetitive labor, lower naming error rates, and make file archiving, retrieval, and collaboration more efficient.