Seven out of 10 people don’t label or name their computer files properly. And if they want to look for it after a few days or months, they are always having a hard time. If you are someone who engages in computer and stores your files in it most of the time, you have to file it properly. Otherwise, you’ll have a headache looking for it.
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In this article, you’ll find the easiest filing codes which you can adapt. You can even share this to your colleagues and friends. Now, locating a file can be a breeze.
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Let’s assume that the file is about your Marketing Strategy for XYZ Trading dated March 23, 2012 and is requested by your Immediate Supervisor, Anne Morgan with a deadline of March 30, 2012.
Format 1: Date, File Name
Example: 032312 Marketing Strategy XYZ
This is a nice format if you want your files to be arranged based on dates. Usually, it’s being arranged alphabetically. And for me, that’s not advisable. You have to take note of the dates, most importantly if it’s a report requested by your clients or your superiors.
Format 2: Date, File Name, Initials of Requestor
Example: 032312 Marketing Strategy XYZ AM
It would be a clever idea to include the initials of the requestor. With that, you can easily determine who’s the recipient of your file. That can help you in identifying what your file should look like. As we all know, there are different strokes for different folks. You can personalize your reports based on the requestor. With that, you can surely impress them.
Format 3: Date, File Name, Due Date
Example: 032312 Marketing Strategy XYZ 033012
It is also recommended that you note the deadline of your files. You don’t want to rush it, right? Since there is a find option on computers, you can easily determine which documents are needed to be fulfilled.
Format 4: File Name, Initials of Requestor, Due Date
Example: Marketing Strategy XYZ AM 033012
If you want a shorter version of the Format 3, you can use this instead. Name these type of computer files by excluding the dates when you started the files and just include the due dates.
Format 5: File Name, Comments
Example: Marketing Strategy XYZ URGENT
I would like you to use this format to name your computer files if you want to remind yourself about the degree of importance of your files. I used ‘urgent’ to connote that the file is needed soon. You can have your own comments. It depends on how you want to remind yourself about it.
Conclusion
You have to remember that being organized can be very helpful. You can start with how to name your computer files properly and see the difference it will make.
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FAQ (Frequently Asked Questions)
How should you name your files on a computer?
- Choose a descriptive and concise file name that reflects the content.
- Consider using dates, project names, or keywords to help with organization.
- Avoid special characters, spaces, and excessively long names to ensure compatibility.
What is a good example of a file name?
- Example: “Project_Report_Q3_2023.pdf”
- This file name includes project details, quarter, and year for easy identification.
How do I choose a file name?
- Identify the main content or purpose of the file.
- Use relevant keywords that are specific to the file’s subject matter.
- Keep it simple and easy to understand, avoiding jargon or abbreviations.
How do I name a file and folder?
- For files, follow the suggested file name guidelines mentioned earlier.
- For folders, use descriptive names that indicate their contents.
- Organize files within appropriate folders to maintain a structured filing system.
Are you messing up your files? Do you find it hard to locate a file that you’ve saved in your computer? Do you have any tips on how to name your computer files for easy retrieval? Let us know in the comments.
Nice tips, I know I have a habit of not being able to find files and folders on my computer. I really need to de-clutter…ok I need to do a lot of de-cluttering. I have some long lost files I haven’t been able to find, and they maybe long gone.
Sometimes I use a date format at the beginning of a file or folder, and sometimes at the end. The beginning does make more sense. I’ll have to try to remember that. Maybe it will help me find what I am looking for in the future.
I’m so terrible when it comes to saving files. I save the “most likely not important” files by naming them in numbers ONLY, that is naming them 1, 2, 3 and so on and put them into a folder with today’s date…
For the “most likely important” ones, which means I will most likely come back for them very soon, I’ll named them “urgent1”, “urgent2” and so on….
No, it didn’t work well for me just in case you asked. I ended up with lots of folders with numbered files which I rarely look into and eventually cleared them off. Looking for my “urgent1” and “urgent2” type of saved files are tedious because there are so many of “urgentX” that I don’t know which is which anymore…. Yeah I know, I need to change the way I saved files… 😛
I am fairly organized, I give my files good descriptive names but I don’t write the date unless it’s an annual thing that needs to be organized that way. Like tax records I label with the tax year. Not the date because the computer already shows the date.
I do add things like “edit” or “revision”.
To stay organized for me means putting the files in correct folders and store the folders in the correct parent folder etc. etc.
I guess at the end of the day, as long as it works for you, then it is THE correct way of saving files.
I think format #4 will work well for me. I’m a freelance writer and I get requests for content 3-4 times per week with an average of 5-6 articles per call. The initials and due date inclusion in the format is ingenious, and I really thank you for sharing this idea on your post. Very useful! Cheers 🙂
Thanks for commenting Penny. What do you write about most of the time? 😛
Great article Kim …
My personal files are usually messed up but from a professional point of view, I’d most probably like to name the files in formats 1 & 3
These are excellent ideas. For me, my file naming conventions are till left over from the days where you only had 8(?) characters per file. I have to keep reminding myself that you can have descriptive files as you’ve shown here.
I have been voicing out file name concerns to my friend and family for a long time. Personally I have settled for option 5, have a reasonably defined name plus comments which act as keywords when searching files. Thankfully now I have a resource I can point them to help them decide what works for them.
I would recommend using the date at the start of the filename in the format yyyy_mm_dd . That way when the list is sorted by filename, they are also in date order. The underscores make the date easier to interpret too.
Hi Peter,
Probably the different kind of post than we usually think about, however an important one. Your post made me think about my naming conventions.
The requirement may be different based on how you might need the files later. I specifically liked to add the date component in file names.
The best way to name computer files is the one that works for you. Thanks for stopping by, Suresh!