Folder names that contain unnecessary numbers, trailing digits, or system keywords can affect file archiving and retrieval. This article focuses on the scenario of batch-cleaning folder name keywords using wildcard regular expressions, demonstrating how to use the folder name feature of HeSoft Doc Batch Tool by adding multiple folders, selecting find and replace, enabling the use of formulas to fuzzy-find text, entering \d{3} to match three-digit numbers, and leaving the replacement content empty, ultimately removing trailing numbers from multiple folder names in one go.
In file management, whether folder names are standardized directly affects the efficiency of subsequent searching and archiving. Many users find that folder names contain meaningless keywords, numerical codes, or system-generated suffixes when organizing office documents. For example, names like INV4X812, ORD7A293, PO9C376 – if the useful part is the preceding code, the trailing three digits become a nuisance. You can delete them one by one, of course, but this repetitive work consumes a lot of time when dealing with a large number of directories.
This article will introduce a more office-suitable method: using HeSoft Doc Batch Tool , leveraging its fuzzy matching capability with wildcard regular expressions to batch-clean keywords in folder names. The example here is to delete the three-digit number at the end of folder names. The approach is to first add the folders to be processed, then choose the option to use a formula for fuzzy text searching, input the expression \d{3} for matching three digits, and finally leave the replacement content blank, thereby achieving the deletion effect.
Applicable Scenarios: Batch Cleaning of Useless Keywords and Numbers in Folder Names
In practice, messy folder names are usually not caused by one person's poor naming conventions, but by complex data sources. For instance, business systems automatically add numbers when exporting customer data, scanning software generates folders by batch, download platforms append random digits after directory names, or temporary markers are added during multi-person collaboration. Over time, this useless information hinders directory identification.
Scenarios suitable for the method in this article include: batch deleting the last three digits of folder names; batch removing fixed keywords from directory names; batch cleaning randomly generated numbers from system exports; organizing directories containing office documents like Word, doc, docx, Excel, xlsx, PPT, PDF; standardizing folder naming formats before project archiving; and removing internal markers or temporary numbers before delivering client materials.
The positioning of HeSoft Doc Batch Tool is batch office file processing software. As seen in the left navigation bar of the screenshot, it includes not only folder name related functions but also categories like file names, file organization, Word tools, Excel tools, PowerPoint tools, PDF tools, text tools, image tools, video tools, and audio tools. For users who frequently handle files and directories, its core value lies in batching repetitive, mechanical, and error-prone operations.
Effect Preview: Changes After Batch Deleting the Trailing Three Digits
Before Processing: Multiple Folder Names Contain Different Numerical Suffixes
The pre-processing screenshot shows a total of 5 folders, named INV4X812, ORD7A293, PO9C376, REQ8F194, and SO2D705. Each name has three digits at the end, but these digits differ. The part highlighted in red is the target for deletion this time.
If using a standard find and replace, entering 812 would only handle the first folder, and entering 293 would only handle the second. To process all of them at once, you need to express the common pattern – three digits – rather than relying on a specific number.
After Processing: Folder Names Retain Valid Codes, Useless Numbers Deleted
The post-processing screenshot shows that the folder names have been organized into INV4X, ORD7A, PO9C, REQ8F, and SO2D. The trailing three digits have disappeared, while the preceding valid codes remain.
This result demonstrates that batch processing is not a simple truncation of a fixed length, but rather finding the target content based on a set search rule and then replacing it with nothing. For numerous directories, this rule-based approach is more reliable than manual renaming and easier to reuse for similar tasks.
Operation Steps: Batch Delete Keywords in Folder Names Using Wildcard Regular Expressions
Step 1: Open Folder Name Tool and Enter Find & Replace Function
After opening HeSoft Doc Batch Tool , select Folder Name on the left. On the main interface, you will see multiple function cards. This time, choose Find & Replace Keywords in Folder Names. This function is used to batch-find specified content in folder names and replace it with new content.
Why use Find & Replace for deletion? The reason is simple: when the replacement content is empty, the found text is deleted. Therefore, this function can not only replace A with B, but also directly remove a specific keyword, number, or regex-matched content.
Step 2: Add Folders to Process and Check the Record List
After entering the Find & Replace page, click Add Folders in the top right corner and choose the folders whose names you want to batch-process. Once added, the software lists these records in a table, including information like sequence number, name, path, creation time, and modification time.
The screenshot shows 5 folders have been added, with names matching the pre-processing screenshot. Checking here is very important because the batch operation will be executed on the records in the list. Please confirm the paths are correct and ensure no unnecessary directories have been added. If you find an incorrect addition, you can delete individual records using the operation column in the interface, or clear the list and add again.
After confirming the records are correct, click Next at the bottom to proceed to setting processing rules. The expected result now is that the software enters the second step to set processing options, waiting for you to input search rules and replacement content.
Step 3: Choose to Use a Formula for Fuzzy Text Search
In the keyword settings area, you can see searching methods include Exact Text Search and Fuzzy Text Search Using Formula. Since the trailing numbers to be deleted are all different, you should choose Fuzzy Text Search Using Formula.
Exact Text Search is suitable for handling identical keywords, such as every folder containing fixed words like "Copy", "Backup", or "old". Fuzzy Text Search Using Formula is suitable for handling text that follows a pattern but has different content, such as any three digits, any date, or a certain type of code. The selection in the screenshot is precisely to enable the software to match by rule, not by fixed characters.
Step 4: Enter \d{3} in the Keywords to Find List
In the left Keywords to Find List, enter \d{3}. This is a common regular expression where \d represents a digit and {3} means repeated three times consecutively. Combined, it matches any three consecutive digits.
Using the names in the screenshot as an example, INV4X812 will match 812, ORD7A293 will match 293, PO9C376 will match 376, REQ8F194 will match 194, and SO2D705 will match 705. Since these numbers are all three digits, a single expression can cover all records.
If your actual folder names do not have three digits but have other structures, you need to adjust the expression according to the pattern. Whether it is two digits, four digits, or a fixed keyword plus numbers, you should first analyze samples before setting the search rule. The key to batch processing is not making the expression more complex, but making it accurate.
Step 5: Leave the Keywords to Replace List Blank to Indicate Deletion of Matched Content
On the right is the Keywords to Replace List. The screenshot prompts: Leaving blank means deletion. Therefore, in this example, the right side is kept blank, with no text entered.
When the software executes, it will replace the content matched by \d{3} on the left with the content on the right. As the right side is empty, the result is the deletion of the matched three digits. This step determines whether the final operation is deletion or replacement with other characters. If you wanted to unify the three-digit numbers by replacing them with a fixed marker, you could fill in the corresponding text on the right; however, the goal of this tutorial is to clean up useless numbers, so it is left empty.
Step 6: Click Next to Complete Setting Save Location and Start Processing
After completing the search method, search list, and replace list settings, click the bottom Next. The progress bar indicates that the software will proceed to Set Save Location, followed by Start Processing. Complete the subsequent steps as guided by the interface to execute batch processing.
After processing, you can return to File Explorer to check the folder names. The expected result is that all three-digit sequences matching the rule have been deleted, and the folder names match the post-processing screenshot. For users who need to repeatedly organize directories, you can note down this type of rule logic and quickly apply it the next time you encounter similar numberings.
Rule Setting Suggestions: How to Reduce the Risk of Accidental Deletion
When batch-processing folder names using regular expressions, the most critical aspect is the scope of matching. If the rule is too broad, it might delete content that should not be deleted. For example, if three-digit numbers also appear in the middle of a folder name, and you only want to delete those at the end, you must test carefully before actual processing. The example in the screenshot is relatively simple, with the target numbers all at the end and each folder containing only this one sequence of three consecutive digits needing deletion.
It is recommended to follow these steps: first, observe 5 to 10 samples to confirm the common pattern of the content to be deleted; then, add a small number of folders in the software for testing; once confirmed that the processed names meet expectations, process all folders. For important project directories, financial documents, contract archives, or client-delivered files, it is recommended to back them up first so that they can be restored if the rule settings are incorrect.
Also, regular expressions distinguish character patterns, not business meaning. That is, the software will strictly execute the rules you enter, so users need to judge which content to keep and which to delete before processing. In this example, keeping valid codes like INV4X, ORD7A and deleting the trailing three digits represents a clear rule objective.
FAQ: Common Issues When Batch Deleting Keywords from Folder Names
1. What if a folder name has multiple numerical segments?
If a name contains multiple numerical segments, \d{3} might match multiple sequences of three consecutive digits. You should check samples before processing to confirm that three-digit numbers only appear at the position you want to delete. If unsure, it is advisable to process a small number of test folders first.
2. Can fixed keywords be deleted using the same method?
Yes. If you want to delete fixed keywords, like "Testing", "Old Version", "Temp", or "backup", you can enter the corresponding text in the Keywords to Find List and leave the Keywords to Replace List blank. Fixed text does not necessarily require a fuzzy search using a formula, but if the content varies, a fuzzy search would be more appropriate.
3. Is this method suitable for processing file names or folder names?
This article's screenshots demonstrate the folder name function, so it is suitable for batch modifying folder names. If you want to batch process file names, you should select the file-name related function within the software. HeSoft Doc Batch Tool , as an office software toolkit, offers multiple categories, and you should choose the correct entry based on the target object during actual use.
4. Why does the modification time change after processing?
As seen in the before and after screenshots, the folder's time display changes after processing. Batch renaming itself will generate a modification record for the directory, which is normal. If your work has strict requirements for timestamps, you should confirm the archiving rules before processing.
Summary: Leave Batch Renaming to the Tool, Save Time for More Important Work
Batch deleting keywords in folder names, especially deleting numerical codes that are different but follow a pattern, is best accomplished using wildcards or regular expressions. The process demonstrated in this article is: go to the Folder Name category in HeSoft Doc Batch Tool , select Find & Replace Keywords in Folder Names, add the folders for processing, choose Fuzzy Text Search Using Formula, enter \d{3} to match three consecutive digits, leave the Keywords to Replace List blank, and finally follow the process to set the save location and start processing.
This method can transform a large number of repetitive folder renaming operations into a single rule setup, significantly improving the efficiency of organizing office materials. Whether you are dealing with project directories, client data, folders for Word or docx documents, Excel report directories, or PDF scan archives, as long as there is a describable pattern in the names, consider using a batch processing tool to get it done. It is recommended to try this now by selecting a set of test folders, following the steps in this article to verify the effect, and then applying it to more directories.