When there is a large number of PDF files in a folder, manually opening each one to check the path, page count, size, creation date, modification date, as well as metadata such as title, author, subject, and keywords is not only time-consuming but also prone to omissions. This article explains how to use the file information statistics function in HeSoft Doc Batch Tool to batch extract the basic attributes and detailed information of multiple PDF files, automatically summarizing them into an Excel spreadsheet. It is suitable for scenarios such as data archiving, archive inventory, course material organization, and project document list creation.
In daily office work, data management, teaching and research, project delivery, and file organization, you often encounter a need: a folder contains dozens or even hundreds of PDF files, and you need to compile the full path, filename, extension, file size, creation time, modification time, page count, and metadata such as title, author, subject, keywords, creation date, application, and producer of each PDF. Manually opening each PDF to view it and then copying the information into an Excel spreadsheet is not only highly inefficient but also prone to issues like omissions, errors, and inconsistent formatting.
This article aims to solve this typical problem of batch statistics for PDF file information. Using the office software HeSoft Doc Batch Tool , you can import multiple PDF files into a task list at once, select the detailed PDF information you need to append, and then generate summary results by following a wizard. The final Excel spreadsheet can be used directly for document ledgers, material catalogs, delivery checklists, file audits, and subsequent filtering and analysis.
Use Cases: Which jobs are suitable for batch statistics of PDF paths, page counts, and metadata
Batch statistics for PDF information is not a single-scenario function; it is more of a foundational capability in document management. As long as you need to organize a large number of PDFs into a structured table, you can use this method to reduce repetitive labor.
- Material Archiving: Organize project materials, scanned contracts, institutional documents, training materials, and other PDFs into an Excel list for easier future retrieval.
- Teaching Material Management: Batch count page numbers and author information for course handouts, review materials, reading materials, workbooks, etc., to gauge the scale of the materials.
- Project Delivery Checks: Generate a detailed file list before delivering a large number of PDF reports, proposals, and manuals to check for completeness and correct file paths.
- Digital Archive Inventory: Use fields like file path, size, creation time, and modification time to quickly understand the distribution and update status of archive files.
- PDF Metadata Review: View information such as PDF title, author, subject, keywords, creation date, application, and producer to determine the document's source and whether its metadata adheres to standards.
If this information relied on manual statistics, the time cost multiplies with the number of files. The value of office software lies in batch-processing repetitive, rule-based tasks, allowing users to focus their energy on judgment and analysis instead of mechanical copy-pasting.
Result Preview: Before processing, scattered PDFs; after processing, an Excel detail list
Before: Multiple PDF documents in a folder
The pre-processing state is typically an ordinary folder containing a large number of PDF files. The screenshot shows filenames like ClassNotesPacket.pdf, CourseSummaryReport.pdf, ExamPreparationNotes.pdf, GrammarReviewHandout.pdf, etc., stored as scattered PDF resources. While Windows File Explorer can display some basic information, such as modification date, type, and size, it cannot show the PDF page count at a glance, nor does it facilitate the direct extraction of PDF metadata like title, author, subject, and keywords.
If you need to organize this information into a table, the manual method typically involves steps like opening the file, checking properties, copying the path, recording page counts, and filling in Excel. This can be tedious for 20 files, and impractical for 200 or 2,000 PDF files.
After: PDF information summarized into an Excel spreadsheet
After using HeSoft Doc Batch Tool to complete the statistics, the results will be summarized into an Excel file. The processed screenshot shows structured fields: Path, Name, Name (without extension), Extension, Size (bytes), Size, Parent Folder Name, Parent Folder Path, Creation Time, Modification Time, Page Count, and PDF metadata fields like Title, Author, Subject, Keywords, Creation Date, Application, and Producer.
The advantage of this result is its intuitiveness: each PDF file corresponds to one row in Excel, and each type of information corresponds to a field column. Subsequently, you can use Excel features like filtering, sorting, searching, and pivot tables for further analysis. For example, sort by page count to quickly find the longest PDF; filter by author to view documents created by a specific person; check file batches by creation date; or locate the original file directory by path.
Steps: Using HeSoft Doc Batch Tool to count PDF information
Step 1: Enter the File Information Statistics function within File Organization
After opening HeSoft Doc Batch Tool , select "File Organization" from the function categories on the left. As the screenshot shows, this category contains multiple functions related to batch file processing, such as classify by filename, classify by extension, File Information Statistics, folder information statistics, etc. Since we need to count the paths, sizes, times, page counts, and metadata of PDF files here, choose "File Information Statistics".
The purpose of this step is to enter the processing wizard dedicated to batch file information statistics. The description on the function card in the screenshot also indicates that this function can batch-count names, paths, sizes, times, metadata, and other info for various files. That is to say, it's not only applicable to PDFs but also for general file list organization; in the context of this article, we focus on using it for detailed PDF statistics.
Step 2: Add PDF files or import them from a folder
After entering the "File Information Statistics" page, the first step is "Select records to be processed". Buttons like "Add Files", "Import Files from Folder", "Clear", and "More" can be seen on the top right of the page. For a small number of PDFs, you can use "Add Files" to select them individually or in batches; for a large number of PDFs already in a folder, it's more suitable to use "Import Files from Folder" to load all files from the directory into the list at once.
After importing, the software will display the records in a list. The table columns in the screenshot include Sequence Number, Name, Path, Extension, Creation Time, Modification Time, and Actions. The record count at the bottom of the page shows 20, indicating that 20 PDF files have been imported. At this point, you can first check if the filenames and paths are correct, and confirm that all PDFs in the target folder have been added to the task.
If unwanted files are mixed into the list, you can delete the corresponding record via the Actions column; if the import is incorrect, you can use "Clear" to reselect. Above the list, there are also entry points for "Filter" and "Sort", making it easier to quickly verify data when there are many files. Once confirmed, click "Next" at the bottom of the page to proceed to processing option settings.
Step 3: Select PDF File Details
The second step is "Set processing options". In the "Additional Information" area, you'll see multiple selectable options, including Word File Details, Excel File Details, PPT File Details, PDF File Details, Text File Details, Image File Details, etc. Since this article aims to count PDF page counts and metadata, you need to check "PDF File Details".
This step is critical. Basic file information typically includes name, path, extension, size, creation time, modification time, etc.; PDF file details supplement PDF-specific content like page count and PDF metadata (title, author, subject, keywords, creation date, application, producer). After checking this, the final generated Excel spreadsheet will include the PDF metadata columns shown in the screenshot.
If your task only requires a general file list, you don't need to check these additional details; however, if the goal is to count PDF page count, verify document authors, or organize PDF metadata, checking this option is recommended. After confirming, click "Next" to continue setting the save location.
Step 4: Set the save location and start processing
At the top of the wizard, you can see the subsequent steps include "Set save location" and "Start processing". After entering the save location step, choose the destination for the statistic results based on the page prompts. The goal here is for the software to output the results as a viewable, filterable, and further editable spreadsheet file. After setting, proceed to the next step, and in the "Start processing" stage, execute the task.
During processing, the software will sequentially read the PDF files in the task list, extract basic file attributes and PDF details, and compile these fields into an Excel table. Unlike manually opening PDFs, batch processing can execute continuously, making it suitable for dozens, hundreds, or even more files. The user only needs to confirm the file list and processing options beforehand, and the rest of the statistical work is handled by the software.
Step 5: Open the Excel result and check the fields
After the task is complete, open the generated Excel file, and you will see that each PDF file corresponds to one record. It is recommended to focus on checking the following types of fields:
- Location Fields: Path, Parent Folder Name, Parent Folder Path, used to quickly find the original PDF.
- Filename Fields: Name, Name (without extension), Extension, convenient for naming checks or subsequent batch organization.
- Size Fields: Size (bytes) and Size, used to assess file volumes and filter for anomalies.
- Time Fields: Creation Time, Modification Time, used to determine file generation and update batches.
- PDF Fields: Page Count, Title, Author, Subject, Keywords, Creation Date, Application, Producer, used for PDF material management and metadata review.
If further processing is needed, you can sort by page count, filter by author, group by path in Excel, or combine with custom fields like project codes and material types for secondary organization.
FAQ and Notes
1. Why must I check "PDF File Details"?
If you only count basic file attributes, you usually only get information like path, name, size, and time. Page count and PDF metadata are internal or extended properties of the PDF document, requiring you to check "PDF File Details" in the "Additional Information" section. If unchecked, the final Excel might not include columns for page count, PDF metadata title, author, etc.
2. When dealing with many files, should I use "Add Files" or "Import Files from Folder"?
If you have only a few PDFs, "Add Files" is sufficient; if the target files are concentrated in one folder, "Import Files from Folder" is recommended to reduce repetitive selection operations. After importing, check the record count and paths in the list to confirm they meet your expectations.
3. What if some times in Excel are displayed as pound signs?
As shown in the processed screenshot, some cells might display "####" due to insufficient column width. This is typically an Excel display width issue and does not mean data loss. You can simply widen the column or adjust cell formatting to view the complete content.
4. Is it normal for PDF metadata to be empty?
Some PDFs do not have metadata like title, author, subject, or keywords written during their creation, so the corresponding fields in the export results might be empty. The software is responsible for batch-reading existing information from the files; whether a value appears depends on whether the PDF itself contains that metadata.
5. Do PDFs need to be moved to the same folder before counting?
It is not mandatory. As long as you can add the target PDFs to the list using "Add Files" or "Import Files from Folder", the statistics can proceed. However, from a management perspective, keeping related task files together in a folder makes it easier to verify the record count and archive them later.
Summary: Transforming PDF list organization from manual entry to batch processing
Batch counting the paths, page counts, and metadata of PDF files essentially converts scattered, unstructured file information into a structured Excel spreadsheet. HeSoft Doc Batch Tool , as office software, is well-suited for handling tasks that are repetitive, involve a large number of files, and have clearly defined field rules. Through the "File Information Statistics" function, users can quickly import PDFs, check "PDF File Details", set a save location, start processing, and finally obtain an Excel list containing basic attributes and PDF metadata.
If you are organizing a large number of PDF materials, it is not recommended to continue opening files one by one and recording data manually. You can follow the steps in this article directly: first import the PDFs in the folder, then check the PDF details option and generate the Excel file. This not only saves a significant amount of time but also reduces manual statistical errors, making document archiving, material inventory, and project delivery more efficient and standardized.