When creating a file inventory, many people manually copy file names and paths. However, when there are many files in various formats, this method is very inefficient. This article introduces how to use HeSoft Doc Batch Tool to batch generate an Excel file directory, consolidating the complete file path, name, extension, size, containing folder, creation time, and modification time. It is suitable for office scenarios such as file ledgers, archive catalogs, material stocktaking, and project handovers.
"How to create a file list" is a question many office users search for. Especially during project wrap-up, document archiving, course material organization, and department shared drive inventory, an Excel directory is often required, listing the full path, file name, file type, size, creation time, and modification time of all files. Manual organization can certainly be done, but if there are many files, including various formats like Word, Excel, PowerPoint, PDF, and TXT, manually copying paths will be very time-consuming.
This article will use a folder containing 20 files as an example to demonstrate how to quickly generate a file list using HeSoft Doc Batch Tool . This software is a batch processing tool designed for office scenarios, suitable for delegating repetitive, mechanical file organization tasks to the software. After reading this article, you can master the complete process from importing files to generating an Excel directory.
Applicable Scenarios: File Ledgers, Document Archiving, and Project Handovers
Batch generation of file directories is not a need exclusive to any particular industry but is a very common office task. For example, when delivering results, a project manager needs to confirm that all files, such as PPT proposals, Excel spreadsheets, PDF reports, and Word documents, are complete; teaching administrators need to organize courseware, exercise sheets, reading materials, and study plans; administrative staff need to create ledgers for contracts, policies, notices, and attachments; IT or document managers might need to regularly compile statistics on file paths and modification times in shared drives.
These scenarios share a common point: the files themselves already exist, but their information needs to be turned into a structured table. Excel is well-suited for subsequent filtering and management, and the "File Information Statistics" feature of HeSoft Doc Batch Tool is responsible for batch extracting basic attributes from folders.
Result Preview: From a Regular File List to an Excel File Directory
Before Processing: Only File Names and Dates Are Visible, Information Is Incomplete
In the pre-processing screenshot, the folder contains files like ClassroomReview.pptx, ConceptSummary.pdf, CourseSchedule.xlsx, ExamPreparation.docx, LessonSummary.txt, ProgressTracker.xlsx, StudyReflection.pdf, VocabularyGuide.docx, etc. Although the file names are visible, this list alone is insufficient for creating a formal file ledger, as it does not extract fields like the full path, separated extension, file size, and containing folder path.
After Processing: One File Per Row, Clear and Filterable Fields
In the processed Excel file directory, each row corresponds to a file. The table fields include Path, Name, Name (without extension), Extension, Size (bytes), Size, Containing folder name, Containing folder path, Created time, and Modified time. This structure is very suitable for creating file ledgers, as you can quickly locate files by Path and distinguish between formats like docx, xlsx, pptx, pdf, and txt using Extension.
For example, to check all PDF files, simply filter the Extension column for pdf; to see which files were recently updated, sort by Modified time; to confirm if a batch of files is all under the D:\test\folders\ directory, check the Containing folder path column. An Excel directory generated this way is more complete and unified than one compiled manually.
Operation Steps: Batch Statistics for File Paths, Sizes, and Modification Times
Step 1: Find the File Information Statistics Entry in the Software
Open HeSoft Doc Batch Tool , and select "File Organization" from the left-side feature categories. Several file organization function cards will appear on the right, among which "File Information Statistics" is used to batch compile information such as names, paths, sizes, times, and metadata of various files. The Excel file list to be created in this article is completed precisely through this feature.
The purpose of selecting this feature is to let the software automatically read file properties, rather than manually opening each file or checking properties individually. For those who frequently handle large numbers of files, this step effectively shifts the work from "manual copying" to "batch statistics."
Step 2: Add Files or Import Files from a Folder
After entering the "File Information Statistics" page, the first step is to select the records to process. At the top right of the page, you can see the "Add Files" and "Import Files from Folder" buttons. If all files to be processed are in the same directory, it is recommended to use "Import Files from Folder"; if you only want to process scattered files, you can use "Add Files."
After the import is complete, the list will display file names, paths, extensions, creation times, and modification times. In the example screenshot, the software has identified 20 records and displays "Record Count: 20" below the table. This means the subsequent generated Excel file directory will be based on these 20 files.
Step 3: Check the Imported List to Avoid Unrelated Files in the List
Before formal processing, you should check the imported list. Focus on three types of information: whether the file names fall within the scope of this organization task, whether the paths are from the correct folder, and whether the extensions are the formats needed for statistics. The page also provides access to "Filter," "Sort," and a delete operation next to each record. If you find that a temporary or unrelated file has been imported, you can delete that record first.
The expected outcome of this step is an accurate list of files to be processed. The quality of the file list depends on the correctness of the data source, so do not rush to click the next step; it's safer to confirm the record count and content first.
Step 4: Choose Whether to Add Detailed Information in Processing Options
Clicking "Next" leads to the "Set Processing Options" page. The page displays an "Additional Information" area, including options for Word file details, Excel file details, PPT file details, PDF file details, text file details, image file details, etc. This indicates that the software can supplement more statistical content by file type beyond basic file information.
If the goal is only to generate a list of file paths, sizes, and modification times, you can focus on the basic statistical results; if your ledger requires finer details for Word, Excel, PPT, or PDF files, then check the corresponding options based on actual needs. After setting up, click the "Next" button at the bottom to continue.
Step 5: Set the Save Location and Start Generating the File Directory
As seen from the wizard's top section, the subsequent steps include "Set Save Location" and "Start Processing." For the save location, it is recommended to choose a directory related to the current materials, such as a "List" or "Archive" directory under the project folder, for easy retrieval later. Then proceed to the start processing step, and the software will batch read file attributes and generate the Excel results.
After processing is complete, open the exported Excel file to see the complete file list. Compared to manual creation, the advantages of this method are unified fields, high speed, fewer omissions, and convenience for subsequent secondary organization.
Management Tasks Possible After Generating the Excel File List
After file information is exported to Excel, many management operations can continue. For example, filter by Extension to quickly count how many pdf, docx, xlsx, pptx, and txt files there are; sort by Size or Size (bytes) to identify larger files; sort by Modified time to see which files were recently updated; check the Containing folder path to see if files are stored in the correct directory.
If a formal ledger needs to be submitted, you can also add columns like "Remarks," "Responsible Person," "Archived," "Version Description," etc., in Excel. The software handles the batch generation of basic data, and humans only need to add business judgment, thus compressing a large amount of repetitive work into minimal inspection and confirmation efforts.
Frequently Asked Questions and Notes
1. Will the file list include names without extensions?
As seen from the processing results, the Excel sheet has both a Name column and a Name (without extension) column. The former contains the full file name, such as StudyPlan.docx; the latter only shows StudyPlan, suitable for subsequent matching with numbers, titles, or material names.
2. There are two fields for file size; which one should I look at?
The result table includes Size (bytes) and Size. Size (bytes) is more suitable for precise statistics and calculations, while Size is better for human reading. When creating a ledger, you can keep one or both based on requirements.
3. What is the difference between creation time and modification time?
Created time indicates the file's creation time, and Modified time indicates the file's last modification time. During archiving, the modification time is usually more relevant as it reflects the file's latest update status; if you need to prove when a file originated, you can also keep the creation time.
4. Do mixed-format files need to be processed separately?
Usually not. The example processed PPTX, PDF, XLSX, DOCX, TXT, and other files simultaneously, all compiled into the same Excel table. Separate batch processing is only needed if different file types require different statistical rules.
5. Are the original files modified before processing?
Judging from the function's purpose and process, it primarily reads and compiles file information to generate an Excel list, not to modify file content. During actual operation, it is still recommended to confirm the file list before formal archiving to ensure the correct objects are being processed.
Summary: File List Creation Can Be Faster and More Standardized
The core of creating a file list is not opening files one by one, but batch extracting file attributes into a structured Excel format. HeSoft Doc Batch Tool , through its "File Information Statistics" feature, centrally outputs file paths, names, extensions, sizes, containing folders, creation times, and modification times, significantly reducing the workload of manual copying and verification.
If you are troubled by project handovers, document archiving, or file ledger organization, you can follow this article's steps: enter File Information Statistics, import files, check the list, set options, choose a save location, and start processing. After generating the Excel directory, use Excel's filtering and sorting functions to complete subsequent management. The entire process will be more efficient and reliable than traditional manual organization.