Many file names repeatedly contain the same text fragment, such as tags, project names, department names, version numbers, or clarity descriptions. Manual modification is error-prone and time-consuming. This article demonstrates the batch file name replacement process through HeSoft Doc Batch Tool : first select the file name function, then import the files to be processed, and finally set the search keyword and replacement content. The example batch replaces "Adventure Film" in multiple MP4 file names with "1080p," helping users quickly master the batch renaming method.
In daily office work and data organization, file names often serve the purposes of categorization, retrieval, and delivery instructions. But when naming rules change, file names also need to be adjusted synchronously. For example, a batch of video file names that uniformly contain Adventure Film now need to be changed to 1080p; a batch of Word documents, docx contracts, or PDF materials containing an old client name now need to be replaced with a new client name; Excel reports containing an old month now need to be uniformly changed to a new month. Right-clicking and renaming files one by one is not only inefficient but also prone to making subsequent searches difficult due to inconsistent input.
This article introduces a processing method more suitable for batch office work: using the file name function in HeSoft Doc Batch Tool to batch find and replace the same text in multiple file names. The core value of this office software lies in batch processing files, helping users reduce repetitive labor. Below, combining before-and-after screenshots and the operation interface, we will fully explain how to batch replace keywords in file names.
Applicable Scenarios: Batch Replacing Labels, Numbers, and Version Information in File Names
As long as there is recurring text in multiple file names, you can consider processing it using the batch replacement method. For instance, if file names all contain "Draft", which needs to be uniformly replaced with "Final"; all contain "2024" which needs to be changed to "2025"; all contain "Internal Material" which needs to be changed to "External Version"; or all contain a client abbreviation which needs to be replaced with a new company name. For such needs, if the number of files is large, using a batch renaming tool will significantly save time.
From a file type perspective, batch replacing keywords in file names is not limited to videos. The screenshots show MP4 files, but in actual office work, this can also include Word files (doc, docx), Excel files (xls, xlsx), PPT files (ppt, pptx), PDF files, image files (jpg, png), text files (txt), etc. It's important to note that what is being replaced here is "text within the file name," not modifying the document's body content.
Effect Preview: File Names Before Replacement Contain Duplicate Keywords
In the pre-processing screenshot, the main name of each file is different, such as Avatar, Guardians of the Galaxy, Inception, Interstellar, Jurassic World, etc., but they all contain the same duplicate keyword [Adventure Film]. Changing them one by one would require repeated locating, deleting, and entering new text, while also ensuring the file extension is not accidentally deleted.
This file name structure is very common: the first part is the file's unique name, and the latter part is a uniform label. The goal of batch replacement is not to rewrite the entire file name, but to replace only that identical segment. This way, the file's original identifying information is preserved while quickly updating the naming rules.
Effect Preview: Keywords Uniformly Changed to 1080p After Replacement
As seen in the post-processing screenshot, all instances of Adventure Film in the file names have been replaced with 1080p, finally displayed as [1080p]. The movie names in the file names are still retained, and the .mp4 extensions are unchanged. This indicates the batch replacement operation accurately targets the specified keyword, rather than completely overwriting file names.
This effect is very helpful for file archiving. Users can express file attributes like clarity, version, date, category, or project phase with clearer naming rules. The more files there are, the more obvious the efficiency gains from batch replacement become.
Step One: Enter the File Name Category, Select the Find and Replace Function
After opening HeSoft Doc Batch Tool , first look at the left function bar. In the screenshot, you can see the "File Name" category is selected, and the right side displays multiple tools related to file name processing. For this task, you need to click the first function card: Find and Replace Keywords in File Names.
The purpose of this step is to tell the software that what will be processed next are file names, not file content, folder names, or other document tools. Choosing the correct function is very important because different functions correspond to different processing logics. For example, "Add Prefix/Suffix" is suitable for adding fixed text before or after file names, and "Delete Text from File Name" is for removing a segment of text. However, this article's scenario requires replacing old text with new text, so the Find and Replace function should be chosen.
Step Two: Add Files or Import Files from a Folder
After entering the function page, the top of the interface displays the current task name "Find and Replace Keywords in File Names," and it enters Step 1 "Select Records to Process." There are Add Files and Import Files from Folder buttons at the top right. If the number of files is small or they are scattered across multiple directories, you can use Add Files; if the target files are concentrated in the same folder, using Import Files from Folder will be more convenient.
After files are imported, the list will display information like name, path, extension, creation time, and modification time. Do not rush to click the next step; it is recommended to quickly check several items: Is the number of files correct? Are the file types as expected? Do the file names indeed contain the keyword to be replaced? Are there any files that don't need processing? The screenshot's list has imported multiple mp4 files, and the Adventure Film keyword can be seen in the name column.
If any files do not need processing, there is an operation area on the right side of each record in the interface to remove unnecessary records based on the situation. After confirming the list is correct, click Next Step at the bottom to enter the keyword settings page.
Step Three: Select Exact Text Search and Fill in Replacement Rules
Step 2 is "Set Processing Options." In the screenshot, Exact Text Search is selected. In the left "Keywords List to Find," fill in Adventure Film, and in the right "Replacement Keywords List," fill in 1080p. Once set, the software will process the file names according to this set of correspondences.
One detail worth noting here: The original file names display [Adventure Film], but only Adventure Film is written in the search box, without the left and right square brackets. Therefore, after processing, the square brackets are retained, and only the text in the middle changes to 1080p. In other words, if you wish to keep existing separators like brackets, hyphens, or underscores, just fill in the text itself to be replaced; if you want to change the separators as well, you need to include them in the search content.
The page also shows options like "Use Formula for Fuzzy Text Search," along with additional options such as "Ignore letter case" and "Match whole word only." For general batch replacement, using Exact Text Search is more intuitive. Additional options should be chosen carefully based on the actual file names to avoid replacing content that shouldn't be modified.
Step Four: Proceed to Next Step and Start Processing
After setting the keyword rules, click Next Step at the bottom of the page. From the interface flow bar, you can see there are two more subsequent steps: "Set Save Location" and "Start Processing." As this is a batch file name modification operation, it is recommended to reconfirm that the search content and replacement content are correct before entering the final processing, paying special attention to details like spaces, capitalization, brackets, and hyphens.
If the search keyword is wrong, the software might not find the target text; if the replacement content is wrong, multiple file names will be uniformly changed to incorrect content. Therefore, before officially starting processing, it's best to cross-check the file list and processing rules in the screenshot: the original file names contain Adventure Film, the replacement target is 1080p, and the extension should remain mp4. After confirming everything is correct, starting the process will yield results close to the post-processing preview image.
Frequently Asked Questions and Notes
1. Will batch replacement modify file content? This article demonstrates the File Name function, whose goal is to modify keywords in the file name, not the content of MP4 videos, nor the internal body text of Word, PDF, or Excel documents.
2. Can multiple sets of keywords be replaced at once? In the screenshot, the interface adopts the form of a "Keywords List to Find" and a "Replacement Keywords List," indicating that find-and-replace relationships can be configured in a list manner. However, during actual use, ensure the content on the left and right sides corresponds clearly to avoid rule confusion.
3. What if there are spaces in the file name? Spaces are also part of the file name. In the example, there is a space in the middle of Adventure Film, so the search must also be consistent. Adding or missing a space may lead to no match.
4. Is it suitable for a large number of files? Batch processing tools are designed to reduce repetitive labor. The more files there are, the more the value of batch replacement is realized. However, for important files, it is recommended to back them up first or test with a small number of samples initially.
Summary: Replacing Manual Renaming with Rules
Batch replacing the same text in file names is a very practical office skill in file organization. Through HeSoft Doc Batch Tool , users only need to complete steps like selecting a function, importing files, and filling in search keywords and replacement content to uniformly replace old text in multiple file names with new text.
If you frequently handle a large number of files like docx, pdf, xlsx, mp4, jpg, etc., consider incorporating batch renaming as part of your daily office workflow. When encountering duplicate keywords, instead of modifying them one by one, first establish replacement rules and then let the software execute them in batches. This can significantly reduce mechanical operations, make file naming more standardized, and free up time for more important work.