The art of writing good file names
We who deal with computers on a daily basis probably have the concept of file names baked into our mind. It is so commonplace that it barely registers as a thought, something worth noticing.
Sometimes files downloaded from the internet have names like “70a624edb2ad50b3efbfd7.pdf”, and there is an additional step of renaming it so that we can find it later. At other times we may need to save our own work before sending it as an email attachment. In any case, we are tasked with the writing of file names a few times a week, if not more.
In this article, we present some simple and cognitive science backed ways to write file names that are easy to understand, find and makes the digital lives slightly more smooth.
Table of Contents
Use dashes and underscores, not spaces
When naming files, it is advisable to use dashes (-) or underscores (_) instead of spaces. Spaces can cause issues in web environments and scripting languages where they are often interpreted as breaks between commands or parameters. Dashes and underscores, on the other hand, are universally accepted by file systems and create no such technical snags. They also maintain the readability of the filename without any of the associated risks.
Write phrases, not sentences
A file name should be succinct yet descriptive enough to inform you at a glance what the content might be about. It is best to stick to phrases rather than full sentences. For instance, “MeetingSummary_Q1_2023.pdf” is much more manageable and accessible than “Summary of the meeting held about Q1 in 2023.pdf”. Phrases help keep the length down while also making the purpose of the file clear.
For an email attachment, think of the recipient
When sending an email attachment, consider the perspective and ease of the recipient. Choose a file name that directly relates to the content or the context of your correspondence. This practice not only appears professional but also aids the recipient in organizing and locating the file later. A clear, relevant filename might look like “Proposal_Revised_April_2023.pdf”, which tells the recipient what the document is and when it was last updated.
Use a consistent naming convention
Adopting a consistent naming convention across all your files can dramatically improve your ability to locate them quickly and understand their contents at a glance. Consistency might involve starting with the date in a specific format, followed by the project name, and then a descriptive detail. For example, using the format “YYYYMMDD_Project_Description.extension” can streamline file management and retrieval processes, making digital organization much less of a chore.
File names as cognitive tools
The seemingly trivial task of naming a file is, in fact, crucial in managing the deluge of data and documents we handle daily. Implementing these straightforward, cognitive science-approved strategies in your file-naming routine can significantly enhance your efficiency and effectiveness in digital file management. Start seeing file naming not just as a mundane necessity but as an art form that, when mastered, contributes to smoother and more productive digital interactions.