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Download The Entire Set of
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Download "Mundane
and Boring Subjects that will
Change Your Digital Life"
CLICK HERE FOR THE DOCUMENT
File Naming So You Can Find Your
Work
Folder Naming and Versioning
Nitty Gritty Of Website
Development
What Is A Corporate Id?
Designing A Logo
The Six Basic Word Functions To
Know
Good Type Makes A Difference.
Really.
Can You Weather :) Cloud
Computing?
From 36 Exposures To 3600
How To Sort Digital Photos
Core Marketing/Communications
Flow Chart
Primer on the Reason for
Requirements
If don’t know what you are
building
you will build it |
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File Naming so You Can Find Your
Work
What could be
more boring than a discussion about naming files? What could be more
frustrating than looking for a critical file you that randomly named “The memo I wrote on tues.doc”? There must be a better way. Ready?
Follow these simple rules and you’ll save at least 125.87 hours next year.
RULE 0:
Make sure Windows is set to ‘Show Extensions for Known File Types.”
Why?
For some reason known only to Bill Gates the default is not show extensions.
Extensions tell the computer which program to use to open the file. This is
very difficult, especially when downloading and uploading. In addition, some
programs show the extensions anyway which is confusing. So open a file window
and go to “Tools > Folder Options > View (tab) > and uncheck the
option for “Hide Extensions for Know File Types.” Click OK.
RULE 1:
Don’tUseSpacesOrSpecialCharactersInFileNames._Instead_Use_Underscores_or-dashes.
Why?
You should only use A-Z, a-z, 0-9, and - _ in file names along with a .
because
- If you use them on the web or a network share they will link properly without
special characters being added to the name.
- The file name will work on any computer or operating system.
RULE 2: Make
all file names begin with a class or client name in all caps.
Examples:
SYNE (for synergetic), USDC (for Union Station DC) or FORM (for a form) or MEMO
(for a memo). Why caps? Because all your files will sort correctly and it
visually delineates the client or function from the rest of the name.
RULE 3:
Continue the file name with a short but clear description.
Example:
SYNE_ResourceGuideAd… Why? Because you want to easily find the file by name
when you go looking for it.
RULE 4:
Continue the file name with the date in computer sort order.
Example:
SYNE_ResourceGuideAd_090501… Why? Because by putting it in Year/Month/Day
format it will sort correctly. And, equally as important, it places a date in
the file name since the system level creation and modification dates may
change, particularly if a file is backed up or restored.
RULE 5:
Continue the file name with a version if necessary.
Example:
SYNE_ResourceGuideAd_090501_v01… Why? Notice we used 01 instead of 1 so it
will short correctly up to 99 versions (instead of 1, 11, 2, 12). Many of you
create numerous drafts of your documents. This keeps them sorted in correct
order by date and version in your file window.
RULE 6: Make
sure the file has the correct extension.
Example:
SYNE_ResourceGuideAd_090501_v01.doc Why? By showing extensions you have to
enter it yourself. This is particularly important for the new Microsoft office
documents which now have new extensions (docx instead of doc).
If you
follow these rules you should end up with:
- SYNE_ResourceGuideAd_090501_v01.doc
- SYNE_ResourceGuideAd_090501_v02.doc
- SYNE_ResourceGuideAd_090502_v01.doc
- SYNE_ResourceGuideAd_090502_v02.doc
- Etc.
Folder Naming and Versioning
What could be
more boring than a discussion about naming folders? What could be more
frustrating than looking for a critical folder among dozens folders named “New
Folder?” There must be a better way. Ready? Follow these simple rules and
you’ll save at least 142.31 hours next year.
RULE 1:
Don’t Use Special Characters In Folder Names
You
should only use A-Z, a-z, 0-9, and - _ and a space in folder names. Why? The folder name will work on
any computer or operating system.
RULE 2: Like files, start folder names with a client or function.
Examples:
SYNE (for synergetic), USDC (for Union Station DC) or FORM (for a form) or MEMO
(for a memo). Why caps? Because all your files will sort correctly and it
visually delineates the client or function from the rest of the name.
RULE 3:
Continue the folder name with the date in computer sort order, YYMMDD.
Example:
SYNE 090501... Why? Because by putting it in Year/Month/Day format it will
sort correctly. And, equally as important, it places a date in the folder name
since the system level creation and modification dates may change, particularly
if a file is backed up or restored.
RULE 4:
Continue the folder name with a short but clear description.
Example:
SYNE 090501 Resource Guide Ad... Why? Because you want to easily find the folder
by name when you go looking for it.
RULE 5: In
each project folder create folder named _OldVersions
Why?
It is good to keep only active files in your primary folder. This makes it
difficult to accidently open an older file which can, of course, cause
problems. As you make newer versions drag the old ones into the _OldVersions
folder. Why does it start with a _? That way it will always stay at the top of
the file list.
RULES 6-7:
NEVER, UNLESS ABSOLUTELY NECESSARY, OPEN A FILE FROM THE MOST RECENTLY USED FILE
LIST.
Why?
Many times list is outdated or may point to an older version. Always save
to a specific folder and open files from a specific folder. If you do use the
MRU list, immediately ‘Save As’ to a specific location.
RULES 8-9:
NEVER EDIT OR WORK ON A FILE DIRECTLY FROM AN EMAIL ATTACHMENT.
Why?
If you receive a critical file make sure you download or save it locally
before editing. If you do not do this you may (and probably will, lose your
changes in a very hard to find temporary folder that automatically clears
files.
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