How to Rename Files Automatically on Mac

#Which Mac renaming tool should you use?

Choose the tool by what the filename needs to contain:

The recommendations below are practical starting points. Apple feature availability depends on your macOS version, hardware, language, and region.

#Rename a batch in Finder

For names such as IMG_4827.jpg, Finder can add a shared label or replace an existing prefix:

1. Select the files in Finder.
2. Control-click the selection and choose Rename.
3. Choose Replace Text, Add Text, or Format. Format gives the batch a shared name with an index, counter, or date.
4. Enter your changes and click Rename.

For example, replace IMG_ with Trip_ to get Trip_4827.jpg. Keep the extension. For a single file, select it and press Return. These controls are documented in Apple's Finder rename guide.

Finder also offers Suggest File Names with Apple Intelligence on supported systems. This is separate from the batch rename dialog. The same Apple guide explains how to enable it in Finder settings.

#Automator and Shortcuts can handle recurring workflows

Automator lets you assemble actions into a workflow. Choose a Quick Action to run it from Finder, or a Folder Action to run when files arrive in a particular folder. Apple's workflow guide describes both. Test any workflow that renames or moves files on copies first.

Shortcuts supports folder-arrival triggers on macOS 26 and later. Its Use Model action can feed Apple Intelligence or ChatGPT output into subsequent actions, so custom AI workflows are possible. These features are documented in Apple's Shortcuts release notes.

If you enjoy building workflows, either route may suit you. You decide how to get the document details, construct the name, handle missing values, and check the result. NameQuick gives you dedicated controls for those recurring naming jobs.

#What NameQuick does differently

NameQuick reads document text or scanned page images and proposes a filename. Your files remain ordinary files in Finder. There are two ways to choose the name:

• Smart Rename: let the AI choose a descriptive name without defining a pattern.
• Presets: use Filename template to build a name from fields and fixed text, or Written instructions to describe the naming convention.

A receipt Preset might produce 2026-04-10_Cafe_Mueller_Receipt_12.50EUR.pdf. The date comes from the receipt, rather than the day you downloaded it. Check the proposal: AI can choose the wrong date or misread a total.

The examples below are fictional and illustrate a naming convention.

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#Set up automatic receipt naming in NameQuick

Start with a small set of copies that includes a clear receipt, a scan, and a document with a missing field. Keep the originals elsewhere while you test.

#1. Create a receipt Preset

Open Presets → New Preset → Written instructions. Give it a name such as Receipt naming and paste this instruction:

Name each receipt using its transaction date, vendor name, the word Receipt, and total including tax with its currency. Use YYYY-MM-DD dates, underscores between parts, and a decimal point in amounts. Example: 2026-04-10_Cafe_Mueller_Receipt_12.50EUR.pdf. Omit details that are missing or unreadable; never invent them. Preserve the original file extension.

If you prefer visual controls, choose Filename template instead. Use Add part → New field… for Transaction Date, Vendor Name, and Total including tax with currency, plus Fixed text… for Receipt. Add instructions to format the date and amount. For required fields, If not found → Skip file avoids applying an incomplete name. See the Preset guide.

#2. Test the Preset before renaming

Choose Test this Preset → Choose sample file → Test Preset. Check the date, vendor, total, and currency against the receipt. Repeat with different samples and adjust the instructions where needed.

This preview does not rename the file or add it to your library. Valid Preset edits save automatically. Retest after changing them.

#3. Connect an empty inbox and enable review

Create an empty folder such as Documents/Receipt_Test_Inbox. In NameQuick, open Settings → Folders → Add folder and select it.

Choose your tested Preset in the folder's processing selector, then immediately choose Hold for Review in its apply selector. Only now add your test copies. Selecting a processing mode turns naming on, so configure review while the folder is still empty.

#4. Inspect the proposals and apply the names

Open Review and compare every proposal with its document. Edit an incorrect name or keep the original. Apply the names you have checked, then confirm the results in Finder.

Hold for Review is an explicit setting. Do not assume uncertain AI results will always wait for approval.

#5. Choose how future arrivals are handled

Keep Hold for Review if you want to check every batch. Switch to Apply automatically only after representative samples produce the names you need.

NameQuick must stay running to watch the folder. Existing files are not renamed just because you connect a folder; Watch Folders process new arrivals. Files in an iCloud Drive or other synced folder must be downloaded locally. The Watch Folders guide covers these settings.

#Add sorting only after naming works

An optional After renamed Rule can match name contains Receipt and move the file to a selected Receipts folder. Rules match finished filenames and file properties, so include the detail you want to sort by in the name.

For filing by document year, use name matches with ^2026- and choose an explicit Receipts/2026 destination. The {year} token in a Rule path means the year of processing, which may differ from the document's date.

Rules apply to automatic and watched-folder processing. Test moves in a separate destination and check actual file locations after approval. The manual Quick Rename workspace does not run these Rules. See Rules.

#Scans, privacy, and pricing

Scanned receipts need readable page images and an AI model that can read images. Naming does not require a separate local OCR step. Local scanned PDFs use at most three pages; Managed AI processes up to 15 PDF pages and rejects encrypted PDFs and files over 50 MB. See Supported Formats.

Choose the analysis mode before adding documents:

• Managed AI: content goes through NameQuick's EU-routed service and is deleted after processing, within 24 hours at the latest.
• Your own cloud key: required content goes directly to your chosen provider, whose charges and data terms apply.
• Local model: file-content analysis stays on your computer. Model downloads, license checks, and updates still use the internet.

NameQuick also offers Content Search, with a local index of files in its library. Search indexing and its local OCR are separate from AI naming. Read Privacy & Your Data for the processing details.

Managed AI starts at USD 12/month for 500 renames. Self-Managed costs USD 69 once for one device, using your own key or a local model. Managed starts with 30 free in-app renames after email verification, without a card or expiry; choosing a plan and adding a card gives 70 more renames and a 14-day trial. Check current pricing before choosing.

#FAQ

#Can I rename files automatically on Mac for free?

Yes. Finder handles batch changes, while Automator and Shortcuts let you build reusable workflows. AI features require a supported system. NameQuick offers a trial for testing its document-naming workflow.

#Can a Watch Folder rename the files already inside it?

Connecting a NameQuick Watch Folder does not rename existing files. Use Quick Rename for a reviewed one-off batch, then use the watched folder for new arrivals.

#Can I undo a rename?

History can undo many renames, but it can fail if a file has moved, is open, or its original path is occupied. It does not reverse every Rule side effect. Keep your backups; see Undo & History.

#Can I rename iPhone scans on my Mac?

Yes. Save scans to a folder synced to your Mac, download the files locally, and process them there. NameQuick has no iOS app; renaming runs on the Mac.