Be able to save files using appropriate file names

File Management – Saving Files Using Appropriate File Names

1. Introduction

Effective file management begins with giving each file a clear, consistent, and appropriate name. A good file name helps you locate, identify, and share files quickly, and it avoids problems such as overwriting or loss of data.

2. Why Use Appropriate File Names?

• Facilitates quick retrieval of files.
• Prevents confusion when working with similar documents.
• Supports collaboration – others can understand the content without opening the file.
• Ensures compatibility with different operating systems and software.

3. General Rules for Creating File Names

1. Use only letters, numbers, hyphens (-) and underscores (_). Avoid spaces and special characters such as * ? & % $ # @ !.
2. Keep names concise but descriptive. Include enough information to identify the file’s purpose.
3. Use a consistent format. Decide on a naming convention and apply it to all files of the same type.
4. Include dates in a logical order. Use the format YYYYMMDD (e.g., 20251116) so that files sort chronologically.
5. Use version numbers when needed. Example: v01, v02, etc.
6. Limit the length. Most operating systems support up to 255 characters, but keeping names under 30–40 characters is practical.
7. Do not use reserved words. Words such as CON, PRN, AUX are prohibited on Windows.

4. Common File‑Naming Conventions

Below are three widely used conventions. Choose one that suits the subject or project.

• Project‑Date‑Description: ProjectX_20251116_Report
• Subject‑Topic‑Version: Bio_CellStructure_v02
• Initials‑Course‑Assignment‑Date: AB_Math_HW_20251116

5. Good vs. Poor File Names

Good File Name	Poor File Name
History_Essay_20251116_v01.docx	essay.doc
ScienceLab_Results_20251115.xlsx	labresults.xls
Presentation_MarketingPlan_20251114.pptx	final.ppt
AB_Maths_HW_20251116.pdf	maths_hw.pdf

6. Steps to Save a File with an Appropriate Name

1. When you are ready to save, choose File → Save As (or the equivalent command).
2. Select the correct folder or directory where the file belongs (e.g., Documents/ICT/Assignments).
3. Enter the file name following the chosen naming convention.
4. Check that the file extension matches the file type (e.g., .docx for Word documents).
5. Click Save. Verify that the file appears in the folder with the correct name.

7. Common Pitfalls and How to Avoid Them

• Using spaces: Replace spaces with underscores or hyphens.
• Including special characters: Stick to alphanumeric characters, hyphens, and underscores only.
• Over‑writing existing files unintentionally: Add version numbers or dates to differentiate.
• Using ambiguous names: Add descriptive keywords (e.g., Report, Draft, Final).
• Forgetting the file extension: Ensure the correct extension is present; otherwise the file may not open correctly.

8. Practice Activity

Rename the following poorly named files using a consistent convention of Subject_Topic_Date_Version.ext. Write the new names in the space provided.

Original File Name	New File Name
doc1.docx	_________________________
final.ppt	_________________________
data.xls	_________________________
notes.txt	_________________________

9. Summary

Choosing appropriate file names is a fundamental skill in ICT. By following clear rules, using consistent conventions, and including useful information such as dates and version numbers, you will keep your digital workspace organized, reduce errors, and improve collaboration.