Best Practices For Naming Files And Folders

Introduction

In this tutorial, we will explore best practices for naming files and folders effectively. Proper naming conventions can enhance organization, improve file retrieval, and facilitate collaboration, especially when dealing with a large number of similar files. This guide is inspired by a question from a member of the Elevate Excel training program and aims to provide clear strategies for naming files, particularly for source data files used in tools like Power Query.

Chapter 1: Description and Date

When naming files, two key components should be considered: the description and the date. The order of these components can vary based on preference and the need for sorting.

Key Considerations

• Description: This should clearly indicate the content of the file (e.g., budget files, sales exports).
• Date: Using a consistent date format is crucial for effective sorting.

Examples of Naming Structures

1. Description First, Date Last

   • Format: [Description] - [Date]
   • Example: 2021 Budget - APAC - Marketing - 2021-09-30

2. Date First, Description Last

   • Format: [Date] - [Description]
   • Example: 2021-09-30 - Budget - APAC - Marketing

3. Date Only

   • Format: [Date]
   • Example: 2021-09-30

Practical Tips

• Choose a file structure that maintains consistency across all documents.
• Use clear and concise descriptions to avoid confusion.

Chapter 2: Hierarchy in Descriptions

Establishing a hierarchy in your file names can significantly enhance organization.

Structuring Your Description

• File Contents: Start with the main content type (e.g., Budget, Sales).
• Further Breakdown: Include additional identifiers like department or region.

Example Naming Convention

• Budget Files
  • 2021 Budget - APAC - Marketing
  • 2021 Budget - APAC - Sales
  • 2021 Budget - MIA - Marketing
  • 2021 Budget - MIA - Sales

Benefits of This Structure

• Files will be automatically sorted in a logical order when viewed in File Explorer.
• Helps to quickly locate specific files among hundreds of others.

Chapter 3: Date Formatting

Choosing the right date format can improve the efficacy of sorting files.

Recommended Date Format

• Use the format: YYYY-MM-DD
  • Example: 2021-09-30
• For time, use the format: HH-MM-SS if needed.
  • Example: 14-30-00 for 2:30 PM.

Combining Date and Time

• For detailed timestamps, use: YYYY-MM-DD-HH-MM-SS
  • Example: 2021-09-30-14-30-00

Important Notes

• Always use leading zeros for months and days to maintain sorting order.
• Consider your organization’s needs when deciding the date’s position in the file name.

Conclusion

Effective file naming is an essential skill for anyone working with multiple data files. By implementing clear descriptions, establishing a hierarchy, and using consistent date formats, you can greatly improve your file organization. Remember that these practices can be tailored to fit your specific requirements, and it may be beneficial to develop a shared guideline within your organization for consistent file management. For further assistance, feel free to refer to the downloadable PowerPoint linked in the video description. Happy organizing!