Speed Up Your Data Merge Workflow: Google Sheets File Renaming Hack

Efficiently Renaming Data Merge Files

Got a pile of data merge files staring back at you? Yeah, I've been there too. It's a bit like looking at a room full of tangled cables and thinking, "Do I really need to sort this out now?" Spoiler: The answer's usually yes. And while it might sound like a tedious afternoon task, I've got a little trick up my sleeve to make it way less painful. Stick with me, and we'll tackle this together.

Data Merge - All Fun and Games, Until it’s Time to Rename

Alright, so here's the deal: renaming data merge files is like doing dishes. No one really enjoys it, but it's gotta be done. Manually going through each one? It's far too slow, there's a million other things you'd rather be doing. It's not just about renaming files; it's about saving time, avoiding mix-ups, and making our digital life a tad bit more organized. And honestly, who doesn't want that?

Discovering the Game-Changing Solution

I stumbled upon this neat little trick of bulk renaming files with personalized data using Google Sheets, a little while ago. And it now is an integral part of my data merge workflow that it’s included in every Data Merge template I have made.

Step-by-Step Guide to The Special Hack

Alright, let's break it down step by step. Grab your favorite drink (coffee, tea, or maybe something stronger if those files have really been bugging you) and follow along:

1. Setting Up Your Google Sheet: First off, fire up Google Sheets. Open your Data Merge Google Sheets file or create a new one and name it something you'll remember.

2. Copying File Paths: Head over to your File Explorer. Select all those files, right-click and choose 'Copy file path'.

3. Pasting and Trimming in Sheets: Back in your Google Sheet, paste all those paths into the first column. Now, we just want the file names, not the entire path. Here's a neat trick: use a simple formula to trim off the excess and keep just the name. Select at the beginning of the file name, then press Ctrl+Shift+Home (or left arrow), Ctrl+C then Ctrl+H then Ctrl+V and replace all.

4. Harnessing Your Data: In the next column, type in = then select the data merge sheet and select the first column and cell, press enter. Back on the File Renaming sheet, edit the formula with & “.png” or PDF if you are working with PDF.

5. The Renaming Formula: In the third column, you will need to type in ="ren """&A2&""" """&B2&"""" . This should now give you the file renaming command to use in File explorer.

6. Making the Magic Happen: Now, with our trusty list of old and new names ready, it's go-time. Open File Explorer and navigate to where your files are, Click in the address bar, type in C M D, and then enter. You'll get a new window here and I'm going to get you to paste in your commands. And all your files should now be renamed based on the data sheet from your Google sheet.

And there you have it! No more endless hours spent renaming files one by one. It's efficient, it's easy, and it might just be the coolest thing you do today.

What's next? Well, if you're feeling generous, share this hack (or keep it as your little secret weapon). Either way, here's to smoother, smarter workflows. Cheers!

Exclusive Bonus: Ready-to-Use Google Sheet Template

Hey, since we're in this together, I've got something extra for you.

You know the process we just went through? I figured not everyone would want to set it up from scratch. So, I've gone ahead and made a Google Sheet template that you can start using today with your data merge workflow. Think of it as a shortcut – it's got all the columns and formulas done for you.

Download it here

Using the Template: Once you've got the template, make a copy for yourself (you know, so you don't mess with the original). Then, it's just a matter of creating your data merge sheet and plugging in your file paths. The template handles the rest.

Why Am I Sharing This? Honestly? I remember the pain of going through hundreds of files, renaming them one by one. If this template saves you even half an hour, or just gives you a few more moments of sanity, it's worth it. Plus, I'm a firm believer in sharing the good stuff.