The repeated occurrence of the same text in file names can affect the efficiency of data organization and retrieval. This article introduces a batch renaming method suitable for office scenarios: using HeSoft Doc Batch Tool , in the file name module, select Find and Replace keywords in file names. After importing the files to be processed, fill in the text to be deleted into the Find list, and leave the Replace list empty, thus batch deleting the specified keywords. The tutorial uses deleting "Report" from Word document names as an example to help users quickly master the operation process.
Whether file names are standardized directly affects the efficiency of finding and archiving daily office documents. Often, when we receive a batch of files from business systems, collaboration platforms, or other people's computers, the file names will repeatedly contain the same piece of text. For example, a batch of Word reports all contain "Report", a batch of contracts all contain "backup", and a batch of materials all carry a project number. If these texts are no longer meaningful for the current archiving, they need to be uniformly deleted.
This article provides a practical set of batch file renaming methods, focusing on solving how to delete specified text from multiple document names at once. In the example, we need to batch delete "Report" from several docx file names. The tool used is the office software HeSoft Doc Batch Tool . Its core value lies in batch processing files, reducing repetitive work, and allowing users to complete tasks through rule-based settings that would otherwise require a lot of manual operation.
Applicable Scenarios: Situations requiring unified deletion of specified text in file names
Batch deleting text from file names is common in file organization, data archiving, project handovers, and cleanup after batch downloads. For example, the sales department exports customer reports monthly, and all file names contain "Report"; the finance department wants to delete status words like "Draft", "Temp", "Copy" when archiving; administrative staff want to simplify the repeated "Training Session" to a shorter name when organizing training materials.
The common characteristics of these needs are: a large number of files, obvious naming patterns, and fixed text to be deleted. If done manually, users need to click files one by one, enter the rename state, delete the keywords, and confirm saving. The more files there are, the more likely omissions, errors, and format corruption will occur. Using a batch processing tool allows the rules to be applied to all files at once.
This tutorial is particularly suitable for the following groups:
- Office workers who need to organize a large number of Word, docx, doc documents.
- Team members who frequently handle project materials, report files, meeting minutes, and training documents.
- Users who wish to delete fixed English or Chinese keywords from file names.
- Administrative, finance, sales, and operations personnel who want to improve file archiving efficiency through batch renaming.
- People who do not want to write scripts and wish to complete batch file processing using visual office software.
Effect Preview: File name status before batch processing
Before processing, there are multiple Word documents in the folder, and all file names contain "Report". The red box in the screenshot marks these recurring keywords. Looking at the names, they are files like Annual Overview, Customer Feedback, Financial Draft, Monthly Review, Operations Update, Project Status, Sales Performance, Team Meeting, Training Course, Weekly Report Summary, etc., but the word "Report" appears repeatedly in many names.
If the purpose is simply to express the file category, "Report" might have some meaning; but when the folder itself is already used to store report-type documents, keeping "Report" in every file name becomes redundant. After deletion, the names will be more concise and easier to browse quickly in the file explorer.
Effect Preview: File name status after batch processing
After processing, "Report" has been removed from the original file names, while other parts remain. For example, Annual Overview.docx, Customer Feedback.docx, Financial Draft.docx, Monthly Review.docx, etc. As you can see, this operation did not change the file extensions; the files remain Word documents.
This result shows that batch deleting specified text not only reduces file name length but also retains key identifying information. For daily office work, the clearer the file name, the more convenient subsequent searching, sorting, and sharing will be.
Operating Steps: Deleting specified keywords from multiple file names at once
Step 1: Open the File Name Module
Open HeSoft Doc Batch Tool , find and click File Name in the left navigation bar. This module centrally provides file name related processing capabilities. You can see multiple function cards in the right-side list, including Find and Replace, Insert Text, Add Prefix Suffix, Add Parent Folder Name, Case Conversion, Delete Text from File Name, etc.
The entry used this time is Find and replace keywords in file names. The reason for choosing it is: we need to first find "Report" in the file names, and then replace it with emptiness. In other words, use replacement with emptiness to achieve text deletion. This approach is suitable for many fixed-text cleanup tasks.
Step 2: Add files or import files from a folder
After entering the function page, the software first goes to Select records to be processed. At the top are two buttons: Add File and Import Files from Folder. When selecting files individually, you can use Add File; if the target files are concentrated in the same directory, using Import Files from Folder is more convenient.
After importing, the files will be displayed in a table. The table lists information such as serial number, name, path, extension, creation time, modification time, and actions. The name column here is very important because it shows the actual file names to be processed. You can confirm whether "Report" indeed appears in these file names before proceeding to the next step.
If irrelevant files are imported, they can be removed in the action column. The efficiency of batch processing comes from one-time execution, but the premise is an accurate task list. Therefore, spending a little time checking in this step is more prudent than going back to fix errors after processing.
Step 3: Set the search method and the text to be deleted
Click Next Step to enter Set processing options. Exact text search is selected in the screenshot. This means the software will match based on the exact text entered by the user. For deleting clear keywords like "Report", exact search is more straightforward.
Enter "Report" in the left-side Keyword list to search. Be careful not to add extra spaces or miss letters when inputting. Because batch file renaming relies on rule matching, the more accurate the rules, the more controllable the processing results.
The screenshot also shows additional options, including ignoring letter case, matching the complete word rather than part of it, etc. In actual use, if different forms like Report, report, REPORT exist in the file names, you can consider the case option as needed; if worried about matching part of other words, you can combine the complete word matching approach for judgment. For the standard file names in the example, entering "Report" and using exact search will suffice.
Step 4: Do not fill in the replacement content, which means deletion
The area on the right is the Replacement keyword list, and the screenshot prompts Leaving blank means deletion. Therefore, there is no need to enter any content on the right side in this example. With this setting, the software will replace "Report" in the file names with emptiness, effectively deleting that keyword.
This step is easily overlooked. Some users, upon seeing the replacement list, might instinctively enter a space or other symbols, which could leave redundant characters in the file name. If the goal is purely to delete the specified text, keeping the right side blank is sufficient.
Step 5: Continue setting the save location and start processing
After completing the keyword rules, click the Next Step button at the bottom of the page. From the progress bar, you can see that Set save location and Start processing follow. After completing the save location settings according to the interface prompts, proceed to the start processing step.
Before execution, it is advisable to reconfirm three things: whether the files to be processed are correct, whether the search keyword is correct, and whether the replacement content is empty. Start processing only after confirming correctness. Once a batch task is executed, it will quickly modify multiple file names, so pre-checks are key to ensuring accurate results.
After processing is complete, open the folder to view the results. Consistent with the effect preview, "Report" should be deleted from all matching file names, and the other parts of the file names and extensions should remain normal.
FAQ / Important Notes
1. Why are there two spaces in the middle of the file name after deleting the keyword?
This is usually related to the spaces before and after the keyword in the original file name. For example, deleting "Report" from "Annual Report Overview" might leave extra spacing between "Annual" and "Overview". You can observe the naming pattern before processing, and if necessary, include the spaces as part of the search text for more precise handling. But be cautious with settings to avoid accidentally deleting separators that should be kept.
2. Can Chinese keywords be deleted?
Yes, the same approach can be followed. As long as the file names contain fixed Chinese text, such as 草稿, 备份, 终版, 报告, etc., you can use that text as the keyword to search and leave the replacement content blank to achieve batch deletion.
3. Why is it recommended to back up first?
The advantage of batch processing tools is high efficiency, but if the rules are set incorrectly, it can quickly affect multiple file names. Backing up important data first allows for quick recovery if the results do not meet expectations, and is especially suitable for handling formal contracts, financial documents, project delivery documents, and other important files.
4. Is deleting text from the file name the same as deleting file content?
No. This article operates on file names, which are the names seen in the file explorer. It will not be used to replace text within the body of a Word document. If you want to process body content, you should use the corresponding document content processing function, not the file name function.
5. Is this suitable for a large number of files?
Yes. The value of batch deleting file name keywords is precisely reflected in handling a large number of files. For a dozen, dozens, or even more files, importing them uniformly and processing according to rules is more stable and time-saving than manual one-by-one renaming.
Summary: Improving file organization efficiency with rule-based batch renaming
Batch deleting specified text from file names is a very practical operation in office file organization. Through HeSoft Doc Batch Tool , users can select Find and replace keywords in file names within the file name module, import the Word, docx, doc files that need processing, fill in the keyword to be deleted, and keep the replacement content empty to complete batch renaming.
If you also have a large number of documents with repetitive names and redundant keywords in your folders, it is recommended to follow the steps in this article to process a small batch of samples first, confirm the effect, and then apply it to the entire directory. This can ensure unified and standardized file names, significantly reduce repetitive work, and leave time for more valuable office tasks.