When dealing with a large number of docx, doc, and Word files, if the file names all contain the same unnecessary text, manually deleting them one by one is inefficient. This article focuses on "how to delete the same text from multiple file names at once" and demonstrates using HeSoft Doc Batch Tool to import files, set exact text to find, and leave the replacement content empty, thereby batch removing specified keywords from file names, helping office users quickly complete file organization and archiving.
Many people encounter a similar issue when organizing office documents: a folder contains a batch of Word documents with filenames that look almost identical, but each name includes the same unnecessary text. For example, files exported from a project system uniformly include "Report," downloaded materials uniformly include "download," scanned documents uniformly include "副本" (copy), or filenames from team collaboration all retain a certain phase identifier. When it's time for final submission, archiving, or sharing with clients, this text can make the filenames appear redundant.
If there are only three to five files, manual renaming is not difficult; but if you need to process dozens of docx, doc, PDF, or Excel files, manually deleting specified characters from filenames can be very inefficient. This article will use a practical example to explain how to use the HeSoft Doc Batch Tool office software to delete the same keyword from multiple filenames in one go. The keyword to delete in this example is "Report," and the objects to process are a batch of .docx Word documents.
Applicable Scenario: Batch Cleaning of Unnecessary Text in Filenames
Batch deleting filename keywords is not a single scenario but a common requirement in many office workflows. Marketing departments organizing weekly reports, sales departments organizing customer feedback, finance departments organizing draft reports, and administrative departments organizing training materials may all encounter filenames with fixed redundant words. For example, from "Monthly Report Review.docx," you might only want to keep "Monthly Review," and from "Project Status Report.docx," you might only want to keep "Project Status."
The characteristics of such tasks are: many files, the same rule, and repetitive operations. Precisely because the rules are clear, it is very suitable for batch processing by office software. The positioning of HeSoft Doc Batch Tool is to help users batch process files, reduce repetitive labor, and improve file organization efficiency. Compared with manual renaming, batch processing allows you to import multiple records at once, centrally set rules, and then execute uniformly, which is more suitable for office scenarios requiring stable output results.
Pre-processing Preview: Multiple Word Filenames Contain "Report"
Below is the file list before processing. As you can see, all these files are Word documents with a .docx extension, and their filenames contain "Report." Their naming is not entirely identical; some are "Annual Report Overview.docx," some are "Customer Feedback Report.docx," some are "Operations Report Update.docx," and there is also "Weekly Report Summary.docx." The position of the word "Report" is not fixed, which is one of the reasons manual deletion is prone to errors.
If renaming one by one, you would need to select the file, enter rename mode, locate "Report," delete the text, preserve the extension, and finally confirm each time. For English filenames, you also need to be careful about accidentally deleting spaces; for Chinese filenames, you must be careful not to accidentally delete adjacent characters. The more files there are, the more tedious the operation and the higher the chance of errors.
Post-processing Preview: The Specified Keyword Has Been Removed from Filenames
After processing is complete, "Report" has been deleted from the filenames. "Annual Report Overview.docx" becomes "Annual Overview.docx," "Customer Feedback Report.docx" becomes "Customer Feedback.docx," "Operations Report Update.docx" becomes "Operations Update.docx," and "Weekly Report Summary.docx" becomes "Weekly Summary.docx." As can be seen, the files remain in .docx format, and the extensions have not been corrupted.
This result shows that batch processing does not rename all files to the same name but deletes the matched keyword within each original filename, preserving the rest of the text. Therefore, it is especially suitable for the requirement of "preserving the original name structure and only deleting a specific fixed text segment."
Step 1: Access Filename-Related Functions from the Software Homepage
After opening HeSoft Doc Batch Tool , first find "File Names" in the left navigation bar. This category centrally houses functions related to batch renaming and filename text processing. As shown in the screenshot, the function cards on the right include "Find and Replace Keywords in File Names," "Insert Text into File Names," "Add Prefix and Suffix to File Names," "Change File Name Case," "Delete Text from File Names," and more.
In this example, we select "Find and Replace Keywords in File Names." Although the requirement is to delete "Report," deletion can be seen as a special kind of replacement: replacing "Report" with nothing. The advantage of this function is that it can find specified text in filenames and perform batch replacements as configured, making it very suitable for handling keywords whose positions are not fixed within filenames.
Step 2: Import the Files to be Batch Processed
After entering the function, the software navigates to Step 1 of the process, "Select Records to Process." At the top of the page, there are "Add Files" and "Import Files from Folder" buttons. These two methods suit different situations: if you only want to process a few specified files, you can use "Add Files"; if all files in a folder need their filenames cleaned, using "Import Files from Folder" will be more efficient.
After files are imported, they will appear in a table. The table displays information such as Sequence Number, Name, Path, Extension, Creation Time, Modification Time, and Actions. This preview list is very important because once batch processing is executed, it will affect multiple filenames. Before processing, first confirm that the Names column contains the keyword you want to delete, that the Path is the target folder, and that the Extensions fall within the scope of this processing session. If you find any files that should not be included, you can remove them via the Actions column; if the overall list is incorrect, you can click "Clear" and re-import.
In the screenshot, multiple .docx file records have been imported, and the Names column all contain "Report." After confirming everything is correct, click "Next" at the bottom of the page to proceed to setting the processing rules.
Step 3: Choose Exact Text Search and Enter the Keyword to Delete
Upon reaching Step 2, "Set Processing Options," you need to configure the keyword rules. In the screenshot, the "Search Method" is chosen as "Exact Text Search." This means the software will perform an exact match based on the content entered by the user. For this example, we only want to delete "Report" from the filenames, so exact search is the appropriate choice.
Enter "Report" in the "List of keywords to find" field on the left. On the right is the "List of keywords to replace with," accompanied by a prominent prompt: "Leave blank to indicate deletion." Therefore, if the goal is to batch delete "Report" from filenames, you do not need to enter anything on the right side; keep it blank. Once configured this way, the software will replace the matched "Report" in filenames with an empty string, achieving the deletion effect.
A practical tip here: the keyword entered should match the text in the filenames, including case and spaces. In this example, the filenames use "Report," not "report" or "REPORT," so fill in "Report" directly. If your actual filenames have inconsistent case, you can combine this with the "Ignore Letter Case" option in the interface, deciding whether to check it based on your needs.
Step 4: Continue to Next Step, Set Save Location, and Execute
Based on the progress bar, the software subsequently includes "Set Save Location" and "Start Processing." After completing the keyword configuration, click "Next," follow the interface prompts to complete the save location settings, and then enter the processing execution phase. As the screenshot does not show the specific button names for subsequent pages, please follow the actual software interface display during operation.
Before the official execution, it is recommended to review the rules for this session one more time: Are the files to be processed correct? Is the search keyword "Report"? Is the keyword replacement list empty? As long as these three points are confirmed without error, you can start the batch processing. After processing is finished, go back to the folder to check the filenames, and you should see that "Report" has been deleted from the multiple filenames.
FAQ: What to Note When Batch Deleting Text from Filenames
1. Why should the replacement content be left blank? Because the goal this time is not to change "Report" to another word, but to delete it. The prompt on the right side of the screenshot already states "Leave blank to indicate deletion," so the replacement keyword list should be kept blank to achieve the deletion effect.
2. Will it delete the .docx file extension? This example deletes "Report" from the filename, not the extension. As seen in the before-and-after screenshots, the files still retain the .docx extension. When operating, do not include the extension as part of the search content; typically, you only need to enter the filename text you want to delete.
3. What if a filename contains multiple identical keywords? Considering the function's logic, the software searches for keywords in file names and replaces them. If the text to be processed appears multiple times within the same filename, the replacement should be executed according to the rules. It's advisable to test with a small batch of files beforehand to confirm it meets your naming requirements.
4. Can it handle Chinese characters, numbers, or symbols? If the filenames contain fixed Chinese words, dates, numbers, or symbols that need to be deleted, you can refer to the same method. For example, deleting "副本," "最终版" (final version), "_old," "2026-02-04," etc. The key is that the entered search text must be consistent with the content in the filename.
5. Do files need to be backed up before batch processing? For important files, it is advisable to back them up first or perform a trial run with a small batch of files. Batch renaming will affect multiple files simultaneously; verifying the rules in advance can help avoid unexpected filename results due to incorrect keyword entry.
6. How are spaces in the filename handled after deleting keywords? In English filenames, keywords often have spaces before and after them. After deleting "Report," the filename may retain spaces between words, which is normal. If your naming rules are very strict about spaces, it is recommended to check the results after batch processing and, if necessary, use filename-related functions again to further organize them.
Summary: Leave Repetitive Filename Cleaning to Batch Processing Tools
When multiple .docx filenames contain the same text, deleting them one by one is both slow and error-prone. Using HeSoft Doc Batch Tool , you can complete the batch cleaning through the "Find and Replace Keywords in File Names" function: first import the files to process, then fill in the keyword you need to find, leave the replacement content blank, and finally follow the process to set the save location and initiate processing.
For users who frequently organize office files like Word, .doc, .docx, PDF, and Excel, this batch processing method can significantly reduce repetitive labor, making file naming more uniform and clear. Next time you encounter a large number of filenames carrying the same unnecessary keyword, you can directly follow the method in this article to quickly complete filename cleaning and archiving preparation.