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

Summary

In this video, Scott Friesen from Simpletivity shares the best practices for naming files to enhance productivity and reduce stress. He suggests including three key components in filenames: a date, a descriptive subject line, and a unique identifier or version number. Scott emphasizes the importance of using a consistent date format (year, month, day) for proper sorting and recommends using underscores for clarity. He also discusses different ordering options for these components, allowing viewers to choose what makes the most sense for their specific needs.

Takeaways

• 📂 Structuring your folders is important, but naming your files effectively is crucial for easy retrieval.
• 🔑 Three key components should be included in every filename: a date, a file subject name, and a unique identifier.
• 🗓️ Dates in filenames should be formatted as year-month-day (e.g., 20240601) to ensure proper sorting.
• 📝 The subject line should contain descriptive keywords to quickly communicate the file's content or purpose.
• ✍️ Use underscores to replace spaces in filenames to maintain readability across different file systems.
• 📝 A unique identifier can be a draft status, initials, or version number to denote the file's status or authorship.
• 🎨 Capitalize the unique identifier to distinguish it as a separate component of the filename.
• 🔄 The order of the three components can vary based on personal preference and sorting needs.
• 📁 Starting filenames with a code or identifier can be beneficial for sorting files by purchase order numbers or other codes.
• 🔍 Including a version number or initials can help quickly identify the author or the most recent version of a file.
• 🌐 The script mentions Recoverit Free by Wondershare, a tool for recovering various file types from different storage devices.

Q & A

What is the main topic of the video by Scott Friesen?

The main topic of the video is the best way to name files for effective organization and retrieval.

Who is the sponsor of the video?

The sponsor of the video is Recoverit Free by Wondershare, a file recovery tool.

What types of files can Recoverit Free recover?

Recoverit Free can recover almost any major file type, including documents, videos, and emails.

What are the three key components Scott suggests including in filenames?

The three key components are a date, a file subject name, and a unique identifier or special code.

Why is it important to include a date in the filename?

Including a date helps in sorting and identifying the file based on a specific event or time, such as when a presentation was last given.

What is the recommended order for listing dates in filenames?

The recommended order is year, month, and then day, using two digits for both month and day.

Why should we use a dash in the date format in filenames?

Using a dash makes the date easier to read and ensures proper sorting in file systems.

What is the purpose of including a subject line in the filename?

The subject line, which includes keywords, helps to quickly convey the content or purpose of the file to the user.

Why are underscores used in filenames?

Underscores are used to maintain proper spacing and readability in filenames, especially when shared across different file systems that may handle spaces differently.

What is the purpose of a unique identifier or special code in a filename?

A unique identifier or special code, such as a version number or initials, provides additional information about the file's status or authorship.

Can the order of the three components in a filename be changed?

Yes, the order of the date, subject name, and unique identifier can be changed based on personal preference or sorting needs.

What are some examples of unique identifiers used in filenames?

Examples include draft versions, author initials, and version numbers like 'VER2'.

How does Scott suggest sorting files when the subject name is the primary sorting criterion?

Scott suggests starting the filename with the subject name, followed by the unique identifier and then the date for proper sorting.

What does Scott recommend for files where the unique identifier is most important?

For such files, Scott recommends starting the filename with the unique identifier, followed by the subject name and ending with the date.

How can viewers engage with Scott and share their thoughts on file naming?

Viewers can engage with Scott by subscribing to the Simpletivity YouTube channel, liking the video, and leaving their comments and file naming methods below the video.

Outlines

00:00

📂 Effective File Naming Strategies

In this video, Scott Friesen from Simpletivity discusses the importance of structuring file names to enhance productivity and reduce stress. He introduces the concept of including three key components in file names: a date, a file subject name, and a unique identifier. Scott emphasizes the significance of the date in organizing files, especially when the file's creation or last modification date is not the most relevant. He also explains the importance of using a proper date format (year, month, day) to ensure files sort correctly. Additionally, he highlights the use of keywords in the subject line for clarity and the inclusion of unique identifiers like version numbers or initials to distinguish between different file versions or authors.

05:01

🔑 Enhancing File Names with Identifiers and Formatting

Scott continues by explaining the practicality of using underscores in file names to prevent file systems from misinterpreting spaces, which can lead to confusion or incorrect file naming. He also details the use of unique identifiers or special codes at the end of file names to denote draft versions, authorship, or version status, suggesting the use of all capitals for these components to distinguish them from the rest of the file name. Scott provides various examples of how these components can be ordered within a file name to suit different sorting preferences, such as placing the subject name first for general categorization or the unique identifier first for specific sorting needs like purchase orders. He concludes by encouraging viewers to adopt these file naming practices for better organization, regardless of their profession or personal use.

Keywords

💡File Naming

File naming refers to the process of assigning a specific name to a file or document, which is crucial for organization and retrieval. In the video, Scott emphasizes the importance of file naming as a method to enhance productivity and reduce stress by making files easily searchable and retrievable. The script discusses three key components to include in filenames for effective organization.

💡Structure

Structure in the context of the video refers to the arrangement or organization of files and folders within a system. It is important because a well-structured system allows users to quickly locate and manage their files. The script mentions that while folder structure is important, the naming of individual files is even more critical for easy access.

💡Components

Components in this video script denote the elements that make up an effective file name. Scott outlines three components: a date, a file subject name, and a unique identifier. These components are essential for creating a systematic and meaningful file naming convention that aids in sorting and identifying files.

💡Date

In the context of file naming, the 'date' is one of the three key components discussed in the video. It is used to indicate a specific time relevant to the file, such as when it was last presented or created. The script emphasizes the importance of using a consistent date format (year, month, day) to ensure files sort chronologically.

💡File Subject Name

The file subject name is a descriptive part of the filename that conveys the content or purpose of the file. It is one of the three components of a well-named file, as mentioned in the script. The subject name should include keywords that quickly inform the user about the file's content, such as 'Client_Email_List' in the example provided.

💡Unique Identifier

A unique identifier in file naming is a specific code or designation that differentiates one file from another, even when they share the same subject name. The script gives examples such as 'draft', initials, or version numbers (e.g., 'VER2'). This component helps in identifying different versions or stages of a document.

💡Sorting

Sorting, as discussed in the video, is the process of arranging files in a particular order, typically alphabetical or chronological. The script explains how using a consistent format for dates and logical ordering of filename components can improve the sorting functionality, making it easier to find files.

💡Recoverit Free

Recoverit Free by Wondershare is mentioned in the script as the sponsor of the video. It is a file recovery tool that can restore various types of files that have been deleted or formatted from devices. The script provides a brief overview of its capabilities and a call to action for viewers to try the software.

💡Productivity

Productivity in the video is the main theme, focusing on how effective file naming can lead to increased efficiency and reduced stress. Scott, from Simpletivity, aims to demonstrate methods to get more done by organizing files in a way that makes them easily accessible and manageable.

💡Version Control

Version control is an important aspect of file management that the video touches upon through the use of unique identifiers. It refers to tracking and managing changes made to a file over time. The script illustrates this with examples like 'VER2', which indicates the second version of a file.

💡Underscores

In the script, underscores are recommended as a way to replace spaces in filenames to prevent file systems from misinterpreting or altering the intended spacing. This practice enhances readability and maintains the integrity of the file name across different systems.

Highlights

The importance of structuring folders and naming files for easy retrieval.

Introduction of three key components to include in filenames for better organization.

Sponsorship mention of Recoverit Free by Wondershare for file recovery.

Explanation of how Recoverit Free can recover various file types from different devices.

The significance of including a date in filenames for chronological sorting.

The recommended date format for filenames: year, month, day with two digits each.

The use of dashes in filenames for readability and sorting consistency.

The role of a subject line in filenames for clarity on file content.

The use of underscores in filenames to prevent file system misinterpretation.

The function of a unique identifier in filenames for version control or authorship.

Examples of unique identifiers such as draft status, author initials, or version numbers.

The option to capitalize unique identifiers for emphasis within the filename.

Different ordering options for the three filename components based on user preference.

The advantage of starting filenames with the subject name for sorting similar files.

The benefit of placing version numbers or unique codes at the beginning for specific sorting needs.

Encouragement for viewers to consider including date, subject, and unique identifier in their filenames.

Invitation for viewers to share their own methods of ordering filenames in the comments.

A reminder to subscribe to the Simpletivity YouTube channel and engage with the content.

Transcripts

- [Scott] What is the best way to name your files?

Let's find out in today's video.

Hello everyone, Scott Friesen here at Simpletivity,

helping you to get more done and enjoy less stress.

And you probably already know

that the way that you structure your folders is important,

but what's so much more important

is how you name your individual files

so you can go and find them

and retrieve them when you need to.

So in today's video,

I'm gonna show you three different components

that you should include in each of your filenames.

But first, I'd like to thank today's sponsor

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When it comes to naming your files,

there are many different approaches that you can take,

but I think you only need three key components,

a date, a file subject name and a unique identifier

or some other special code.

So let's take a look at all three of these components,

see why they are important,

and also look at the different ways

in which we can order them.

Here you can see in this example

I have a few files that have a date at the beginning

and this is great if you are managing files

that need to be sorted by a particular date.

Now it's true almost every file system

will include a last modified date

and also you'll be able to find

when that file was first created.

It doesn't matter if you're in Drive

like the example I'm showing you here

or if you are on a Windows or a Mac computer.

But in many cases,

the last time that the file was edited

or when it was created is not the most important date

so you may want to include something more specific.

I'll give you an example.

I give a lot of presentations

and so for me I don't care so much

as to when it was last modified

or when I first created that file.

What I'd like to know is when did I last present that file.

When did I actually deliver that

as part of a speech or as part of a live workshop?

So I will often include a date

at the beginning of those files.

Now we wanna go one step further

and make sure that we list our dates in a proper order.

Here you will see I have things listed

in year, month and then day order

and we're using two digits for both month and day.

Now this is really, really important.

This has nothing to do with where I live in the world

or the country,

whatever date format that your country follows,

the reason why we want to follow year, month, day

is because it will always sort properly.

As you can see in these first four files here,

I'm starting in 2017

and things are sorting properly down to 2018

including at the month and the date level.

And that's always going to be the case

if we follow this format.

Now I've seen some people

who omit this little dash in between

so the numbers are all together.

You've got an eight-digit number.

I prefer to have a small dash in between.

I just find it that much easier for me to read.

But as I'll be showing you

a little bit later on in today's video,

you don't necessarily need to start with the date.

We'll look at the pros and cons of having that

at the beginning of your filename.

Now the second component of this filename

includes a subject line

and I'm gonna spend very little time here

because this really depends on so many different factors

as to what does this file include,

what's the purpose of this file.

I think the key thing here

is that you should be adding a few keywords

letting you know and perhaps other people

that you may be sharing this file with

what exactly should they expect when they open up this file.

In this case, I have labeled this Client_Email_List

and you'll also notice that I've added underscores

between the spaces within that filename,

but also between the date

and the unique code or identifier at the end.

This makes it a bit easier to read

rather than this one down below where I've had no spaces

and I've just got VendorTrainingContract

all smashed together.

The reason why underscores are still important

in this day and age is that there are some file systems

who may replace a space with a funny character.

You may have come across a situation

where a filing system has thrown in a percentage sign

in between any original spaces

or they will try and put in underscores themselves,

but if they can't,

sometimes they will simply collapse those spaces

and the entire thing will end up looking like this

with everything jammed together.

So you may want to get used to adding underscores

to your filenames.

Not only does it make it easier to read here,

but as you share your file with others

or as other people share them with you,

you can keep that proper spacing in between.

And remember, you don't know what type of system

where you are sending this file to.

You don't know what they are using

and so how it may convert the name of your file.

Now the last component here

is what I call a unique identifier or a special code.

And I've got a few different examples here.

I've got this one which I've labeled draft

letting us know that this is the draft version

of this particular file.

In the next two, I've added some initials.

So here SDF I can see that I am the author or the creator

or maybe I was the last person to touch this file

so I've got my initials at the end.

Here I've got someone else's initials

signifying that perhaps they are the author.

And then I've got one last example here.

This one is VER2 as in version two

letting me know the version status of this file.

And as you can notice, I've put everything here,

this last component in all capitals

unlike the subject name itself

which is just in regular text.

This makes it stand out that much more

that I've put this in all capitals.

I can tell that this is a different component

or an add-on of that filename.

Now again, you need to decide what it best for you

in terms of what makes the most sense.

Does putting a version number make more sense to you?

Does having the initials of yourself or someone else,

does that make more sense?

Let's take a look at a few other examples down below here.

Here you can see I've put the subject name first,

then the unique identifier and then the date at the end.

Now the nice thing about this format

is that if I have a bunch of contract templates

or maybe I have a number of different things

that start with contract,

maybe this next one is a contract email template

and maybe this is a contract paper template,

something like that,

I know that everything is going to sort properly

with contract first within this folder

and that may be most important to me.

Here you can see I've got the different version numbers

showing up next and then I have the date at the end.

Last but not least,

I've got one last revision

or different ordering of these three components.

In this case, I have the code or unique identifier

at the beginning.

I've got the subject name in the middle

and then again I've got the date at the end.

And again, this can be great for sorting purposes.

In this case, I've got some purchase order numbers

and maybe that's what's most important to me or to my team

is that we sort in the order of purchase numbers.

So in this case by starting with that code

or that unique identifier,

it's always going to sort properly here

and I still have my other information to the right.

So no matter what you do as a part of your business,

maybe you're an educator,

maybe these are just your personal files,

I would encourage you to include these three components,

a date and don't forget that order,

the subject name or the filename

with some descriptive keywords

and then a code or a unique identifier

as you can see here at the end

or in our examples here at the beginning of the filename.

As it pertains to the precise order,

well that's up to you and it may also depend on the folder

that you're keeping these files in.

I hope you enjoyed today's video

and I would love to learn from you.

What do you think of these three components

and do yo have some additional ways

in which you order your files?

I'd love to hear from you so be sure to leave your answer

in the comments below.

I hope you subscribe right here

to the Simpletivity YouTube channel.

Please give this video a thumbs up

and don't forget to leave me a message

in the comments below.

Remember, being productive does not need to be difficult.

In fact, it's very simple.