When a large number of Word, docx, and doc file names contain the same keyword, renaming them one by one is not only time-consuming but also prone to omissions or accidental deletions. This article takes batch deletion of "Report" in file names as an example, introducing how to use HeSoft Doc Batch Tool and the "Find and replace keywords in file names" function to delete specified text from multiple file names in one go, which is suitable for organizing project materials, report documents, meeting files, and archived files.
In daily office work, many files have repetitive keywords in their names due to templates, project naming conventions, or different download sources. For example, a batch of Word documents all contain "Report"—some in the middle, some at the end, and others sandwiched between multiple English words. If it's only one or two files, manual renaming is acceptable; but when the number of files reaches dozens or hundreds, deleting the keyword from file names one by one becomes repetitive labor, and it's very easy to miss deletions, delete the wrong position, or accidentally change the extension.
This article addresses the scenario of "batch deleting keywords from many file names." Combining screenshots and using docx files as an example, it will demonstrate how to use the HeSoft Doc Batch Tool office software to delete "Report" from multiple Word file names at once. This method is not only applicable to .docx but also to common file name organization scenarios involving .doc, PDF, Excel, images, and text files; as long as the goal is to batch process fixed text in file names, you can refer to the same approach.
Applicable Scenarios: When batch deleting keywords from file names is needed
Batch deleting specified keywords from file names is common in file archiving, material handover, project delivery, and team collaboration scenarios. For instance, file names exported from a system uniformly contain words like "Report," "Draft," "Copy," "Download," or "2026 Version," and you want the file names to be more concise during final archiving; or documents sent by a client uniformly include a certain project code that needs to be removed during internal organization; or a large number of scans, contracts, training materials, and meeting minutes require deleting prefixes or invalid text in the middle of file names.
If using the system's built-in rename function, it usually only allows changing to the same structured name at once, making it difficult to precisely delete the same keyword distributed in different positions within each file name. The advantage of HeSoft Doc Batch Tool is that it is a bulk processing tool for office files, allowing operations like find, replace, and delete text to be completed in one workflow, suitable for handling repetitive and rule-based file name organization tasks.
Effect Preview: File names all contain "Report" before processing
First, look at the file list before processing. The screenshot shows a batch of Word documents with the .docx extension, and the file names contain "Report" in multiple places, such as Annual Report Overview.docx, Customer Feedback Report.docx, Financial Report Draft.docx, Monthly Report Review.docx, etc. It can be seen that the keyword "Report" appears in different positions: some in the middle of the file name, some near the extension, and some sandwiched between multiple words.
In this situation, manual processing requires entering the rename state, selecting "Report," deleting it, and then confirming. A single file might seem to take only a few seconds, but the time significantly accumulates with dozens or hundreds of files. More importantly, manual operation makes it hard to ensure consistent processing for every file, especially when file names are long and the keyword position is variable, making errors more likely.
Effect Preview: "Report" has been deleted from file names after processing
After processing, "Report" has been batch deleted from the file names. For example, Annual Report Overview.docx becomes Annual Overview.docx, Customer Feedback Report.docx becomes Customer Feedback.docx, Financial Report Draft.docx becomes Financial Draft.docx, and Monthly Report Review.docx becomes Monthly Review.docx. The file extension .docx remains unchanged, indicating that this processing only targets the file name text and does not affect the file type.
From the effect, it's clear that after batch deleting keywords, the file names are more concise and more suitable for archiving, searching, and delivery. For office workers, the value of such operations is not just saving a few minutes, but entrusting error-prone repetitive tasks to tools, keeping file naming rules consistent.
Operation Step 1: Enter the file name tool and select Find and Replace File Name Keywords
After opening HeSoft Doc Batch Tool , select "File Names" from the left-side function category. The right side will display multiple function cards related to file name processing, including inserting text into file names, adding prefixes and suffixes, file name case conversion, and deleting text from file names. According to the screenshot, the one used this time is "Find and Replace Keywords in File Names," whose description is batch find and replace keywords in file names.
It's important to note here that although our goal is to "delete" keywords, it can be achieved through "Find and Replace": find the keyword to be deleted and leave the replacement content empty. The function description in the screenshot aligns with this logic, and the subsequent settings page explicitly prompts "leave blank to delete." Therefore, selecting "Find and Replace Keywords in File Names" is the appropriate entry point.
Operation Step 2: Add files to process or import from a folder
After entering the function page, you first arrive at Step 1, "Select records to process." The page top provides two buttons: "Add Files" and "Import Files from Folder." If there are few files to process or they are scattered in different locations, you can click "Add Files" to select them manually; if the files are all concentrated in the same folder, it's more suitable to click "Import Files from Folder" to import all files in that folder at once.
After importing, the software lists the information of pending files in a table, including sequence number, name, path, extension, creation time, modification time, etc. The purpose of this list is to allow users to verify the files are correct before actual batch processing. In the screenshot, multiple docx files have been successfully imported; the Name column shows the original file names, and the Path column shows the file locations. If files that don't need processing were imported, you can remove individual records via the delete icon in the action column; if you need to reselect, you can use the "Clear" button on the page to start over.
At this step, it is recommended to confirm two things: first, whether the file list only includes the files from which you want to batch delete the keyword this time; second, whether the extensions meet expectations, for example, mainly docx files in this case. After confirming everything is correct, click "Next" at the bottom of the page to enter keyword settings.
Operation Step 3: Set the keyword to find and leave the replacement content empty
Step 2 is "Set Processing Options," which is the core of batch deleting keywords from file names. The screenshot shows the current function title is "Find and Replace Keywords in File Names," and in the "Set Keyword Options" area, you can choose the search method. Here, "Exact Text Match" is selected, meaning the software will perform an exact match based on the input text.
Enter "Report" in the "List of Keywords to Find." On the right is the "List of Keywords to Replace With," and the screenshot prompts "leave blank to delete," so keeping the right side empty will suffice. With this setting, the software's processing logic is: search for "Report" in the file name of each imported file, and if found, replace it with empty text, i.e., delete the keyword.
This step is very critical. Because we are not trying to change "Report" to another word but completely remove it, do not enter any text in the replacement list on the right. If you enter other text, the final effect will become "replace Report with that text," rather than deletion. After completing the settings, continue by clicking "Next."
Operation Step 4: Set save location and start processing following the interface flow
From the process progress at the top of the page, the entire processing is divided into four steps: Select records to process, Set processing options, Set save location, and Start processing. The current screenshot shows up to Step 2; you will need to follow the interface prompts subsequently to enter Step 3 to set the save location, and then Step 4 to start processing. Since batch file name modification involves changes to original file names, it is recommended to confirm the save location or output method matches your file management habits before formal processing.
If these are important materials, it's recommended to test with a few files first to confirm that the naming effect after "Report" deletion meets expectations before batch processing all files. For large numbers of office documents, this workflow-based operation can reduce the risk of misoperation and facilitate pre-processing checks.
Common Questions and Precautions
1. Will this affect the content of docx or doc files? This operation targets the text in file names, aiming to batch delete keywords from file names, not to modify the body content of Word documents. Based on the function name and settings items in the screenshot, the processing object is "File Name," so the main impact is on the file name display.
2. Can "Report" be deleted if it appears in different positions? Yes. Before processing, the screenshot shows "Report" distributed in different positions like the middle and end of file names; after processing, "Report" in these positions has been deleted. As long as the file name contains the exact matching keyword, it can be processed with the settings in this example.
3. What if there are different letter cases? The additional options in the screenshot include "Ignore letter case." If your file names have both "Report" and "report" or "REPORT," you can check this option as needed; if you only want to delete the exact "Report," maintaining exact match is safer.
4. What about extra spaces in file names after deletion? In this example, after "Report" is deleted, spaces may remain between some English words, such as "Annual Overview.docx." This is usually acceptable because English file names require spacing between words. However, if the space rules before and after the keyword in the original file names are inconsistent, it is advisable to test with a small batch first to confirm the final file names meet archiving requirements.
5. Can Chinese keywords be batch deleted? The same approach can be referenced. As long as the keyword is fixed text in the file name, such as "报告," "副本," "最终版," "下载," etc., they can be placed in the list of keywords to find, with the replacement content left empty, to achieve batch deletion.
Summary: Use batch processing tools to reduce repetitive renaming work
Batch deleting keywords from file names is essentially an office task with clear rules but high repetition. Manual processing is not only slow but also prone to missed modifications due to long file names or large file counts. Through the "Find and Replace Keywords in File Names" function of HeSoft Doc Batch Tool , you can first import files, set the text to find, leave the replacement content empty, and finally complete saving and processing following the workflow.
If you often need to organize Word, docx, doc, PDF, Excel, or other office files, it is recommended to delegate such file name cleaning tasks to a batch processing tool. Next time you encounter large numbers of files with the same keyword in their names, you don't need to rename them one by one; just follow the steps in this article to get unified, clear file names faster.