When keywords repeated in file names need to be modified uniformly, manually renaming them takes a significant amount of time. This article uses multiple MP4 files as an example to demonstrate how to batch rename using HeSoft Doc Batch Tool : Select the Find and Replace function in the file name category, import the files to be processed, use precise text search, and replace Adventure Film with 1080p. The article also explains the before-and-after effects, applicable scenarios, and operational precautions, helping users complete file organization safely and efficiently.
The more files there are, the more of a burden naming them becomes. Many users encounter similar issues when organizing materials: a batch of files has already been named according to an old rule, but now needs to be uniformly changed to a new rule. For example, a video file name originally contained Adventure Film and now needs to be changed to 1080p; project file names originally contained "测试版" and now need to be changed to "正式版"; old project names in Word documents, PDF materials, or Excel spreadsheets also need to be uniformly replaced. Manual renaming seems simple, but after dozens of repetitions, it not only consumes time but also easily leads to spelling errors.
This article provides a more office-scenario-friendly method: using the file name feature of HeSoft Doc Batch Tool to batch find and replace specified keywords in multiple file names. It is an office software geared towards batch processing of files and documents, suitable for handling repetitive, rule-defined file organization tasks. The following, following the order of screenshots, will explain the effects before and after processing and the complete operation flow.
Applicable Scenarios: Use whenever naming rules need to be unified
Batch renaming is not just simply "changing file names"; it is more often used for unifying file management rules. For instance, when archiving company materials, department abbreviations in file names need to be changed to full names; before publishing course materials, internal tags in file names need to be replaced with public tags; when organizing video footage, classification descriptions need to be replaced with clarity, format, or version; office documents like contracts, quotations, and reports may also need batch updates of old dates, old client names, or old project numbers.
If your files have the following characteristics, they are well-suited for using file name keyword replacement: multiple file names contain the same text string; you only want to modify a specific keyword segment and not change the entire file name; the number of files is large, making manual modification costly; you desire a consistent naming format after processing. The MP4 files in the screenshot are a typical example: each file name is different but all contain Adventure Film, thus a unified rule can replace it with 1080p.
Effect Preview: Keywords needing replacement appear repeatedly before processing
The before-processing screenshot shows multiple MP4 file records in a folder. Each file name consists of a movie title plus a tag, for example, Avatar [Adventure Film].mp4, Inception [Adventure Film].mp4, The Martian [Adventure Film].mp4, etc. The red box highlights the identical keywords in multiple file names.
If handled manually in this situation, you would need to select each file one by one, enter the rename state, delete Adventure Film, type 1080p, and confirm the extension wasn't damaged. The more files, the more repetitive the actions. More importantly, if even one file is missed, the naming rule in the folder becomes inconsistent, affecting subsequent searching and archiving.
Effect Preview: Keywords have been batch replaced after processing
In the after-processing screenshot, the original [Adventure Film] has been uniformly changed to [1080p]. For example, Avatar [1080p].mp4, Inception [1080p].mp4, The Lord of the Rings [1080p].mp4, etc. As can be seen, the main part of the file name is preserved, and the extension remains MP4 File, having no impact on file identification or opening.
This is the ideal result of batch replacing file name keywords: only changing the text that needs changing, without affecting other parts. For scenarios like video libraries, asset libraries, project folders, and client data packages, this method allows naming rules to be rapidly unified, reducing the uncertainty introduced by manual modification.
Operation Step 1: Select the file name tool in the office software
First, open HeSoft Doc Batch Tool . The product name is displayed in the upper left corner of the software, with the function navigation bar on the left. According to the screenshot, the task this time is to process file names, so select File Name on the left. Several file name related function cards will appear on the right, the first of which is Find and replace keywords in file names.
The purpose of clicking this function is to enter the dedicated workflow for batch replacing file name keywords. Do not select "Folder Name" or other document tools, because the requirement here is not to modify folder names, nor document content, but to modify the names of the files themselves. Selecting the correct entry point is the first step to successful batch processing.
Operation Step 2: Import the files to be processed and verify the list
After entering the function, the interface proceeds to Step 1 "Select records to process". The top right provides Add Files and Import Files from Folder. If you are only processing specific files, you can click Add Files to select them; if you want to process a batch of files within a specific folder, you can use Import Files from Folder.
Once imported, the files will be displayed in the list. The screenshot shows columns for sequence number, name, path, extension, creation time, modification time, and operations. The "Name" column here is crucial, as it directly helps you confirm whether all pending files contain the target keyword. In the example, multiple records all contain Adventure Film and have the mp4 extension, indicating the imported objects match the processing goal.
Before clicking Next, a quick check is recommended: whether any unrelated files were imported; whether the path is from the correct folder; whether the file extensions match expectations; whether there are case differences or space discrepancies in the file names. The advantage of batch processing is speed, but its premise relies on having the correct rules and objects.
Operation Step 3: Set the search text and replacement text
After clicking Next, you proceed to Step 2 "Set processing options". In the screenshot, Exact search text is selected. Enter Adventure Film in the "List of keywords to find" on the left, and enter 1080p in the "List of keywords for replacement" on the right.
This setting means: the software will check the name of every file in the imported list, and wherever it finds Adventure Film, it will replace it with 1080p. Since the search content does not include the square brackets, the brackets remain after the change, becoming [1080p]. This is a very practical approach: the delimiter stays the same, only the tag content is replaced.
If your actual file name is "ProjectA-Old-Version-01.docx" and you want to change it to "ProjectA-New-Version-01.docx", you can enter "Old-Version" as the find keyword and "New-Version" as the replacement keyword. If the file name is "Client_J_2024_Quote.pdf" and you want to change it to "Client_J_2025_Quote.pdf", then find "2024" and replace with "2025". The logic is the same for different file types; the key is accurately entering the text to be replaced.
Operation Step 4: Check options and execute batch processing
The settings page also displays additional options, such as "Ignore case of letters" and "Match the complete word instead of part of the word". These options do not always need to be selected; they should be chosen based on the actual file names. For instance, if some file names read Adventure Film and others adventure film, and you want to match both, you might consider ignoring case. If a certain keyword might appear inside other words, you need to use replace rules cautiously to avoid erroneous replacements.
After confirming the find and replace content, click the Next button at the bottom. The workflow progress bar shows it will then proceed to "Set save location" and "Start processing". Before actually starting the process, it is advisable to reconfirm if the replacement results meet expectations: is the original keyword complete; is the new keyword spelled correctly; do brackets, spaces, underscores or dashes need to be preserved; will the extension be excluded from the replacement scope. Execute after confirming everything is correct, and you will finally get the batch rename result shown in the after-processing screenshot.
Common Questions and Precautions
1. Will spaces in the file name affect matching? Yes. Adventure Film in the example has a space in the middle, so the same space should be entered when searching for it. If written as AdventureFilm, the software may not match it as expected.
2. Why are the brackets still there after processing? Because this example only searched for Adventure Film and did not include the left or right square brackets. The software only replaces the matched keyword, hence the brackets are preserved. This is useful for maintaining the naming format.
3. Can it process office files like doc, docx, and pdf? This feature targets keywords within file names. As long as the files can be imported into the processing list and the file name contains the text to be replaced, they can be processed using the same approach. Take care to preserve the extensions for different file types.
4. What are the risks of batch renaming? The biggest risk is writing the wrong rule, which can affect multiple files simultaneously. Therefore, it is recommended to back up important files first, or test with a small number of files initially. Once you are sure the rule is correct, then process the entire folder.
5. When is batch replacement not suitable? If each file requires a completely different name without any common pattern, simple find and replace might not be suitable. Batch replacement works best with the scenario where "multiple files share the same text string needing modification".
Summary: Leave repetitive renaming to the batch processing tool
This article demonstrated, through an MP4 file naming example, how to batch replace Adventure Film with 1080p in multiple file names. The entire workflow includes: entering the File Name category, selecting Find and Replace Keywords in File Names, importing files, setting exact search text and replacement text, and finally completing the process by following the wizard.
The value of HeSoft Doc Batch Tool lies in turning repetitive, mechanical, and error-prone file organization work into a configurable batch task. Whether you are dealing with video files, image assets, or office documents like Word, Excel, and PDF, as long as there are patterns to follow in the file names, you can try using the batch replacement method to boost efficiency. Next time you face a large number of files needing uniform renaming, don't rush into manual operations first; organize the keyword rules first, then use a batch processing tool to execute, which will be both faster and more reliable.