The Best Way to Name Your Files (3-Step File Naming System)

How should you name your files so you can find them easily? Is there a file naming system that will make sense to other collaborators? In this video, Scott Friesen shows you 3 parts which you should include in every file name that you create. With this file naming system, you'll spend less time managing and more time creating!

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Let's Connect!

Scott Friesen is a productivity specialist and founder of Simpletivity training and consulting. He is also a prolific public speaker, workshop leader, and time management coach.

#simpletivity #files #filenaming

[Tech_Support]

True master at stretching content to the 10 minute mark for youtube's algorithm

[encastillo]

It'll be hard to sort through 150+ comments at this point, but I would like to point out that for me it's best to use dashes between categories (DATE-SUBJECT_NAME-CODE) because if you double click the category, only the category is highlighted.


For example, by double clicking 'filing system' in "2019-09-19-Filing_System-v01", I only highlight that name and can rename it for convenience.


Thanks for the great video!

[jimfitch]

Suggestion re version identifiers: Your examples are VER2, VER3, etc. We use 2-place #’s: v01, v02, etc. so that Version 10 will sort after Version 9. (It happens. Not often, but it happens.) Else, Versions 10 & 11 would sort like this: VER1, VER10, VER11, VER2, VER3, & so on. We have used the 3-component method for quite some time, and it works well. Well, OK, about as well as document storage using file names (instead of document library metadata) permits. Good video. Thanks for posting it.

[martinnhantran]

Labelling: Date (YYYY-MM-DD for best sorting, dash or slash up to you which is easier to read) + Subject (use an underscore between keywords because sometimes you can end up with some funny characters in between but I’ll stick with a space) + Code (e.g. DRAFT, MAIN, PUT IN CAPS)

[Comale]

00:00 Introduction
1:38 Date + Subject Name + Code
2:04 Date
4:22 Subject Name
6:10 Unique Identifier or Code
7:15 Design the system for your need
9:28 Conclusion

[eddieamorgan]

Another method is putting numbers such as 01) when you're trying to guide people to which folder/file to read first in your folders. So, it looks something like 01) Agendas and Minutes 02) Compliant rates 03) Bylaws and organizational structure and so forth Always enjoy your video clips

[brunol.finhana]

I know it's been a while since the last comment, but I also use a different method for naming files and folders.
I usually use an "_" or a "#" before the name of the file/folder, so it will be prioritized among the other files.
Also, there is a difference in the priorities of the two characters, as the files starting with a "#" will be on top of the files starting with an "_", and these files will be on top of all others (despite the priority rule for folders and files).

[ngocongnguyen]

Totally agree with your ideas about 3 important parts of file naming system.
Just a little bit difference that I myself usually use double underscore to separate 3 parts of file name, and use YYMMDD as short date format.
For example:


This double underscore can help me in automatically processing file names, such as splitting 3 parts using scripting languages

[randallsoules]

Hi Scott. I've used the yyyy-mm-dd for a long time. Now you've shown how I can improve on that too. And the underscores advice is very sage. Thanks.

[bigvil]

Thanks for validating the file naming scheme I have been using to help me give order to my paperless office. I didn't want to lock my files into a third party file management solution, when I could store them locally or in the cloud, and search for them with Windows Explorer.
As you have suggested though, you need enough information in the filename to find it when you need it, so the three parts to the filename makes total sense. But it takes discipline and consistency, so once you are set on a scheme, you need to adhere to it.

I use the NameThatFile application to help me do this. Typing filenames every time can result in typos, so NameThatFile generates the name from customizable lists with clicks of a mouse. It can include a date exactly as you have outlined in various positions and accommodates most of the schemes you suggest. It also enables you to sort your files into folders and subfolders according to the parts of the file name.

More people should simplify their file naming with your useful scheme.

[luisfnunes]

if your hdd crashes and you try to recover the files, often what you get are files named in a 8.3 format, wich is the DOS name format because one thing that is lost with the hdd structure is the file table index that stores the relationship between a long file name and the DOS filename. So.. you end up with a lot of files like '123456~1.ext'. I think that it'll be better to use the code or description first or you end up with a lot of files that only have partial dates as names...

[garrettgiuffre]

I have had many years of computer experience, I'm an original Google user. I have learned many things thanks to your videos! Thank you for not having a mindless YouTube channel. Channels like yourself gives me hope for the world ! Although I wish YouTube had an donation hope and once reaching your goal would remove sponsor ads lol

[TeresaCuervo]

I am trying to sort my files in this order to save them in an external hard drive in case the unthinkable happens. I also have duplicate versions of the same file and sometimes three in different folders. It gets crazy. I needed a system. This helped me considerably.

[wenl]

I always wondered how in the world people stay organized with their files... now I know! thank you so much!! very happy I came across this video 🥰

[flamencoprof]

I use the concept of increasing specificity L-R. General category first, more specific category, then specific, then date in yyyy-mm-dd. Alpha-numeric sort brings all related files together. Since greater than 8-bit filenames.

[karenrich]

I don't use the underscore between words because people will forget that. However, using the dash, they can see and know it's there. I also can go into rename a file in order to copy the filename for linking to it (such as .pdf or image files). This makes it easier to link to the files in my websites. Once you begin doing this, it sure goes fast! I agree with the dating convention; it does make it all line up just right.

[mrs.kellidraper-wolf]

Thank you for this simple, easy to understand, concise video. Your information is easily applicable and to the point! Kudos!

[garyschasteen]

This is really usefull! Thanks for sharing! I am going to implement a new file naming systrem for my personal files using one of these three formats, just to play with it!

[jagjeetskhanuja]

Great 👍 It validates the way I used to keep date year in front. But that was only year and month. Adding date and underscore helps further.

[ellap.]

very useful, love the way you tech-teach. just wonderful