When a folder contains multiple file types such as Word, PDF, Excel, PPT, TXT, and Markdown, and you need to uniformly add a year, version number, project code, or archive identifier to the end of each file name, manually editing them one by one is slow and prone to errors. This article uses HeSoft Doc Batch Tool as an example to demonstrate how to use the "Insert text into file name" feature to batch insert "-2026" at the end of the file name body, achieving standardized naming for multiple files in one operation.
In daily office work, teaching material organization, project delivery, and archival filing, you often encounter a requirement: a folder contains many files in different formats, such as docx, doc, pdf, xlsx, pptx, ppt, txt, md, etc., but they all need a uniform text string added at the end of the filename. Common text includes year, version number, project name, client abbreviation, batch number, etc. For example, changing ExamChecklist.docx to ExamChecklist-2026.docx, or LectureSummary.pdf to LectureSummary-2026.pdf.
If there are only two or three files, manual renaming is acceptable; but when the number of files increases to dozens or hundreds, renaming them one by one is not only time-consuming but also prone to omissions, errors, or even damaging the extension along with the name, making the file unable to open normally. The problem this article aims to solve is: How to batch insert text at the end of many file names while preserving the original file extension.
Below, with screenshots, we will use the "Insert Text in Filename" function of the office software HeSoft Doc Batch Tool to demonstrate the complete process of uniformly appending -2026 to a batch of files in different formats. This tool is positioned for batch processing of office files, suitable for reducing repetitive work and improving file organization efficiency.
Applicable Scenarios: When is it suitable to batch insert text at the end of filenames?
Batch adding text to the end of filenames is essentially a common file batch renaming operation. It is suitable for many office scenarios, especially when the number of files is large, the naming convention is uniform, and the extension must not be damaged.
- Annual data archiving: Uniformly add a year, such as -2026, -2025, to study materials, meeting minutes, scanned contracts, and project documents.
- Version management: Add -v1, -Final, -Revised to the end of filenames to distinguish different versions.
- Project file organization: Uniformly add a project code, such as -ProjectA, to Word documents, PDF reports, Excel spreadsheets, and PPT presentations.
- Teaching material classification: Append class, semester, or year information to files like test papers, handouts, reading records, and study plans.
- Cross-format file unified naming: A single folder contains docx, doc, pdf, xlsx, pptx, ppt, txt, and md files that need to be processed uniformly in one go.
The key point of this task is that the inserted text should appear at the end of the filename's main body, not after the extension. That is, the correct result should be StudyPlan-2026.docx, not StudyPlan.docx-2026. As seen in the processing results from the screenshots, the software inserts -2026 before the extension, preserving extensions like docx, pdf, and xlsx.
Result Preview: What the filenames look like before processing
Before processing, the folder contains 10 files of different types. The filenames themselves do not have a unified year suffix, for example, ExamChecklist.docx, LearningGoals.md, LectureSummary.pdf, MathWorksheet.xlsx, PresentationDraft.pptx, ProjectNotes.ppt, ResearchOutline.doc, etc.
Although these filenames are recognizable, to archive them by year or include them as part of a 2026 data package, you would need to uniformly add -2026 to the end of the filenames. The state before processing is as follows:
From the screenshot, you can see there are many file formats, including Word documents (docx, doc), PDFs, Excel (xlsx), PowerPoint files (pptx, ppt), and text files (txt, md). When renaming manually one by one, you constantly need to locate the position before the extension, which makes it easy to accidentally delete or change the extension.
Result Preview: After processing, filenames uniformly have -2026 added at the end
After batch processing is complete, -2026 is inserted at the end of the main body of each filename, while the extension remains unchanged. For example:
- ExamChecklist.docx becomes ExamChecklist-2026.docx
- LearningGoals.md becomes LearningGoals-2026.md
- LectureSummary.pdf becomes LectureSummary-2026.pdf
- MathWorksheet.xlsx becomes MathWorksheet-2026.xlsx
- PresentationDraft.pptx becomes PresentationDraft-2026.pptx
- ProjectNotes.ppt becomes ProjectNotes-2026.ppt
The effect after processing is as follows; the red highlights show that all files have been uniformly appended with -2026:
This result shows that the software does not simply append the text to the very end of the entire filename but inserts it before the extension. This achieves the naming requirement of "inserting text at the end of the filename" while avoiding any impact on file type recognition.
Operation Steps: Using office software to batch insert text at the end of filenames
Step 1: Enter the "File Name" tool and select "Insert Text in Filename"
After opening HeSoft Doc Batch Tool , you can see several office processing categories in the left navigation bar, such as "File Name," "Folder Name," "File Organization," "Word Tools," "Excel Tools," "PowerPoint Tools," "PDF Tools," "Text Tools," etc. Since this article deals with filenames, first enter the File Name category on the left.
In the function cards, select "Insert Text in Filename". The description for this function in the screenshot is "Batch insert text at a certain position in a filename," which perfectly matches the goal of "inserting -2026 at the end of many file names" described in this article.
The purpose of this step is to enter the correct batch renaming function. Because the software also provides various filename processing capabilities like find and replace, add prefix and suffix, and delete text from file names, you should select "Insert Text in Filename" if the goal is to insert text at a specified position.
Step 2: Add the files to be processed and confirm the list records are correct
After entering the function page, the top of the interface shows the current function is Insert Text in Filename. On the upper right of the page, you can see buttons like Add Files, Import Files from Folder, Clear, and More. Depending on how the files are stored, you can add files individually or import them from a folder.
In the screenshot example, the software has already imported 10 files. The table lists the sequence number, name, path, extension, creation time, modification time, and an operation column. Through this list, you can check before processing whether the files are all selected, whether the formats are correct, and whether the paths are from the target folder.
This step is very important. Batch processing is efficient, but it also means that multiple records will be affected at once. Therefore, before clicking next, it is recommended to focus on three checks:
- Is the record count correct? The bottom of the screenshot shows the record count is 10, indicating that 10 files will be processed this time.
- Do the filenames meet expectations? For example, ExamChecklist.docx, LectureSummary.pdf, StudyPlan.docx, etc., are all in the list.
- Are the extensions normal? The table displays extensions like docx, md, pdf, xlsx, pptx, ppt, doc, txt separately, making it easy to confirm file types.
After confirming there are no errors, click Next at the bottom to enter the processing option settings.
Step 3: Set the insertion position to -1, and enter the text to insert as -2026
On the "Set Processing Options" page, you can see two required fields: Position and Text to insert. In the screenshot, the position is filled in as -1, and the text to insert is filled in as -2026.
From the final processing result, we can determine that this setting inserts -2026 at the end of the main filename body, before the extension. That is, for MathWorksheet.xlsx, the result after insertion is MathWorksheet-2026.xlsx; for VocabularyList.txt, the result after insertion is VocabularyList-2026.txt.
Users are advised to pay attention to the meaning of these two input fields:
- Position: Used to tell the software where in the filename to insert the text. In this example, -1 was filled in, corresponding to the end-append effect seen in the screenshot.
- Text to insert: Fill in the actual content to add. In this example, it is -2026, where the hyphen "-" is also part of the text to be inserted.
If you want to add other content, you can replace -2026 with your own naming identifier, such as -Archive, -v2, -ClientA, -2026Spring. To make filenames more readable, it is recommended to add a separator like a hyphen, underscore, or space before the text, for example, _2026 or -2026.
Step 4: Continue to the next step, set the save location, and start processing
The process bar in the screenshot shows that this function includes 4 steps: Select records to process, Set processing options, Set save location, and Start processing. After completing the position and insertion text settings, click Next at the bottom to enter the save location settings, and then follow the interface prompts to start processing.
Since batch modifying filenames directly affects file identification and subsequent retrieval, it is recommended to reconfirm the insertion text is correct before starting the process, especially checking for any extra spaces, symbols, or year digits. After confirming it is correct, execute the process and wait for the software to complete the batch renaming.
Once processing is complete, return to the folder to see the processed filename effect, as shown in the post-processing screenshot earlier. All files have -2026 uniformly added before the extension, while the original extensions remain unchanged.
Common Problems and Precautions
1. Why is it described as "end of filename" but not added after the extension?
In office file management, "end of filename" usually refers to the end of the filename's main body, i.e., the position before the extension. For example, the main body of Report.docx is Report, and the extension is .docx. After adding the year to the end of the main body, it should be Report-2026.docx, so the file remains a Word document. If it becomes Report.docx-2026, the system might not recognize it in its original format.
2. Can files of different formats be processed simultaneously?
From the example screenshots, you can see that docx, doc, pdf, xlsx, pptx, ppt, txt, md, and other file types were processed at the same time. The software's list displays the extension, and the original extension is also preserved after processing. Therefore, for mixed-format office files, this batch processing method is suitable.
3. Should a separator be added before the inserted text?
It is recommended. For instance, if you directly insert 2026 after StudyPlan, you get StudyPlan2026.docx; if you insert -2026, you get StudyPlan-2026.docx, which has better readability and is more aligned with office archiving habits.
4. Is a backup necessary before batch processing?
If the files are very important, it's advisable to copy them to a test folder first, confirm the naming rules meet expectations, and then process the official files. Batch tools can save a lot of time, but only on the premise that the rules are set accurately.
5. How to avoid selecting the wrong files?
In the "Select records to process" step, be sure to check the name, path, and record count in the list. In the screenshot, the path is D:\test\ and the record count is 10. During actual use, confirm that the path is the target folder to avoid renaming unrelated files together.
Summary: Using batch processing tools to reduce repetitive renaming operations
Batch inserting text at the end of filenames is a very high-frequency operation in office file organization. Whether it's adding a year to Word docx, doc files, a version number to PDF reports, or uniformly adding a project identifier to Excel, PPT, TXT, and Markdown files, manual processing consumes a lot of time.
Through the "Insert Text in Filename" function of HeSoft Doc Batch Tool , you can first import files, then set the insertion position and the text to insert, and finally complete the renaming of multiple files in one go. In the example in this article, simply setting the position to -1 and the insertion text to -2026 can uniformly change 10 files of different formats to standardized names with a year suffix.
If you are organizing a large number of office files, it is recommended to prioritize this batch processing method: first verify the rule on a small number of files, then import the complete folder for execution. This not only ensures naming consistency but also significantly reduces repetitive labor, improving file archiving and retrieval efficiency.