When organizing materials, you often need to add a year suffix uniformly to a batch of Word, PDF, Excel, PPT, TXT or md files, such as inserting "-2026" at the end of file names. Manual modification is not only inefficient but may also accidentally alter file extensions. This article uses the actual interface of HeSoft Doc Batch Tool to explain how to quickly batch rename by selecting the "Insert Text in File Name" feature, importing files, setting the position to -1, and entering the suffix text.
Many people encounter the same problem when organizing office materials: the number of files is large, but naming rules need to be temporarily unified. For example, a teaching materials folder contains files such as an exam checklist, learning goals, lecture summary, math worksheet, presentation draft, project notes, reading log, research outline, study plan, and vocabulary list, whose formats might be docx, md, pdf, xlsx, pptx, ppt, doc, txt respectively. If these files all belong to the year 2026, you would want to uniformly insert -2026 at the end of each filename.
The idea of manual operation is simple: right-click to rename, move the cursor before the extension, input the suffix, and save. But when the number of files increases, the repetitive action becomes very tedious, and two types of errors are prone to occur: one is missing certain files, and the other is messing up extensions like .docx, .pdf, .xlsx. Once an extension is mistakenly modified, the file may not be openable by its original software.
This article introduces a processing method more suitable for office scenarios: using HeSoft Doc Batch Tool to batch insert specified text at the end of multiple file names. This software is geared towards batch processing of documents and files, and its core value lies in delegating repetitive, mechanical, and error-prone file organization tasks to the tool, thereby enhancing office efficiency.
Applicable Scenarios: Why You Need to Batch Insert Year or Identifier at the End of Filenames
Inserting text at the end of a filename seems like a small operation, but it is very common in practical office work. Especially when files need to be shared, archived, delivered, or stored long-term, unified naming can significantly reduce subsequent search costs.
The following scenarios are all suitable for the method in this article:
- Annual Archiving: Uniformly append years like -2026, -2025 to a batch of materials for easy retrieval by year.
- Course Material Organization: Uniformly label files like ExamChecklist, LearningGoals, LectureSummary with academic year or semester.
- Project Delivery Files: Add the project number uniformly to Word description documents, PDF reports, Excel lists, and PPT presentation drafts.
- Version Differentiation: Add -v1, -v2, -final, or -Final Draft at the end of filenames.
- Batch Renaming of Mixed Formats: Files like doc, docx, pdf, xls, xlsx, ppt, pptx, txt, md in the same directory need to be processed according to the same rule.
Compared to "adding a prefix," inserting text at the end of a filename is more suitable for preserving the main name of the original file, allowing users to see the file content first, then the year, version, or batch information. For example, ResearchOutline-2026.doc is more suitable than 2026-ResearchOutline.doc for browsing by material name.
Effect Preview: Filenames Before Processing Lack a Unified Suffix
Before processing, there were 10 files in the folder. Their names varied, as did their extensions, including Word documents, PDF files, Excel spreadsheets, PowerPoint presentations, and text files. The screenshot before processing is as follows:
From the screenshot, the filenames are:
- ExamChecklist.docx
- LearningGoals.md
- LectureSummary.pdf
- MathWorksheet.xlsx
- PresentationDraft.pptx
- ProjectNotes.ppt
- ReadingLog.pdf
- ResearchOutline.doc
- StudyPlan.docx
- VocabularyList.txt
If these files are to be uniformly saved as materials for the year 2026, it's best to add the same suffix at the end of the filename body. The key point here is "the end of the body": meaning inserting text before extensions like .docx, .pdf, .xlsx, rather than appending it after the extension.
Effect Preview: All Filenames Have -2026 Added After Processing
After batch processing is complete, all files are renamed according to the same rule: -2026 is inserted at the end of the original filename body, and the extension remains unchanged. The processed screenshot is as follows:
It can be seen that the filename changes are very clear:
- ExamChecklist.docx → ExamChecklist-2026.docx
- LearningGoals.md → LearningGoals-2026.md
- LectureSummary.pdf → LectureSummary-2026.pdf
- MathWorksheet.xlsx → MathWorksheet-2026.xlsx
- PresentationDraft.pptx → PresentationDraft-2026.pptx
- ProjectNotes.ppt → ProjectNotes-2026.ppt
- ReadingLog.pdf → ReadingLog-2026.pdf
- ResearchOutline.doc → ResearchOutline-2026.doc
- StudyPlan.docx → StudyPlan-2026.docx
- VocabularyList.txt → VocabularyList-2026.txt
This result is very friendly for office archiving: the original file names are not damaged, the year information uniformly appears at the end, and the file formats remain unchanged. For users who need to batch-organize Word, PDF, Excel, and PPT files, this kind of rule-based processing can greatly reduce the workload of repetitive renaming.
Operation Steps: Batch Insert -2026 at the End of File Names
Step One: Open the Insert Text Function in the "File Name" Category
After launching HeSoft Doc Batch Tool , first look at the function navigation on the left. The currently selected item on the left in the screenshot is File Name, indicating we are handling tasks related to file names. The main area lists several file name processing functions, the second of which is Insert text in filename, described as "Batch insert text at a certain position in filenames."
To achieve "uniformly inserting a year suffix at the end of multiple filenames," you should click this function. After selecting the correct function, the software will enter a wizard-style process. The step prompts in the interface help users complete file selection, processing option setup, save location setting, and start processing in order.
It is important to note that this requirement should not be confused with "Find and replace keywords in file names." Find and replace is suitable for replacing existing text with new text, whereas the requirement here is to add a segment of new text based on the original filename, so using "Insert text in filename" is more direct.
Step Two: Import Files to Be Batch Processed
After entering the function, the page title displays Insert text in filename. At the top, there are two common entry points: Add Files and Import Files from Folder. If files are scattered in different locations, you can use Add Files; if all files are in the same folder, you can import from the folder, which is more suitable for batch processing.
The list in the screenshot has imported 10 records. The table fields include No., Name, Path, Extension, Creation Time, Modification Time, Action. The purpose of this information is to allow users to verify before actual processing:
- Name: Confirm whether the files to be modified are included, such as ExamChecklist.docx, ReadingLog.pdf, StudyPlan.docx.
- Path: Confirm whether the directory where the files are located is correct; the path in the screenshot is D:\test\.
- Extension: Confirm the file format to avoid mistakenly importing files that should not be processed.
- Record Count: The bottom shows the record count is 10, meaning this batch will process 10 files.
If you find that a certain file should not participate in the processing, you can use the delete icon in the list's action column to remove it; if there is an import error, you can also use the clear button at the top to reselect. After confirming the list is correct, click the Next Step button at the bottom of the page.
Step Three: Set Insert Position and Insert Content
After entering Step 2 "Set processing options," there are two key input items in the interface: Position and Text to insert. The settings for this example are as follows:
- Position: -1
- Text to insert: -2026
From the post-processing effect, it can be seen that by filling in -1, the software will insert the text at the position at the end of the filename body, which is before the extension. By filling in -2026, the software will insert this text into every filename.
For example:
- Original filename LectureSummary.pdf, after processing becomes LectureSummary-2026.pdf.
- Original filename ProjectNotes.ppt, after processing becomes ProjectNotes-2026.ppt.
- Original filename VocabularyList.txt, after processing becomes VocabularyList-2026.txt.
The -2026 here consists of two parts: a hyphen and the year. The hyphen makes the filename clearer, preventing the file body and the year from sticking together. If your actual requirement is not a year, you can also input other text, such as -Reviewed, -Batch 1, -Client Version, -Archived. As long as the naming rule is consistent, batch processing can be completed quickly.
Step Four: Set Save Location and Execute Batch Processing
The process bar in the screenshot shows that the subsequent steps are Set save location and Start processing. After completing the insert position and text settings, click Next Step, set the save location according to the interface prompts, and then enter the start processing phase.
Before clicking start processing, it is recommended to do a final check:
- Is the inserted text correct, for example, is it indeed -2026?
- Is a hyphen, underscore, or space needed as a separator?
- Is the file list still the target files, with no irrelevant files mistakenly imported?
- Have you confirmed that the save location or processing method meets your file management requirements?
Execute the processing after confirmation. Once complete, open the target folder, and you will see that all filenames have been uniformly appended with -2026 at the end, consistent with the post-processing effect screenshot.
Frequently Asked Questions and Notes
1. Is this method suitable for Word files? Can both doc and docx be uniformly named?
From the example, it can be seen that the list contains both ExamChecklist.docx, StudyPlan.docx and ResearchOutline.doc. After processing, they become ExamChecklist-2026.docx, StudyPlan-2026.docx, ResearchOutline-2026.doc respectively. Therefore, for the common requirement of adding a suffix to Word filenames in batches, this method is very suitable.
2. Will PDF, Excel, PPT files be corrupted?
The example includes PDF, Excel, and PowerPoint files, such as LectureSummary.pdf, MathWorksheet.xlsx, PresentationDraft.pptx, ProjectNotes.ppt. The processing results show that the extensions remain as pdf, xlsx, pptx, ppt, with only -2026 added before the extension. This indicates that the processing target in this example is the filename text, not the file content.
3. Why is it recommended to check the record count and path first?
The greatest advantage of a batch processing tool is handling multiple files at once, but if the import scope is incorrect, it can also affect files that shouldn't be processed in one go. Therefore, it is crucial to check the path, extension, and record count in the first step's list. The screenshot shows the record count is 10, and paths are concentrated in D:\test\, which helps confirm the processing scope.
4. Can the inserted text be Chinese?
Looking at the interface logic, "Text to insert" is a text input box; this example inputs -2026. In actual office work, if the file naming convention allows, you can also input Chinese identifiers as needed, such as -Archived, -Final Draft, -Organized. However, it is recommended to keep it concise and avoid using overly long text that affects file list readability.
5. How to avoid adding the suffix repeatedly?
If the same batch of files has already been processed once, applying the same rule again might result in names like StudyPlan-2026-2026.docx. Therefore, after importing files, first observe the name column to confirm whether the target suffix is already included. For files that already have the suffix, avoid processing them again, or remove them from the list first.
Summary: Batch Renaming Makes File Archiving More Efficient
Uniformly inserting text at the end of multiple filenames is a very typical office batch processing requirement. Whether for Word's docx, doc, or PDF, Excel's xlsx, PowerPoint's pptx, ppt, even txt, md files, as long as the naming rule is consistent, batch tools can reduce repetitive operations.
This article demonstrated the process of using HeSoft Doc Batch Tool to complete batch renaming: first enter the "File Name" category, open "Insert text in filename"; then import the files to be processed and check the list; next, set the position to -1 and the text to insert to -2026; finally, continue to the next step to set the save location and start processing. After processing is complete, all files are uniformly transformed into standardized names with a year suffix.
If you are organizing a large amount of material, it is not recommended to right-click rename one by one. A more efficient approach is to first clarify the naming rule, confirm the effect on a small number of files, and then use a batch processing tool to complete it all at once. This not only saves time but also reduces the risk of missing or mis-modifying extensions, making office file management more standardized and controllable.