What are the most common mistakes when naming files?

1 Using spaces or special characters

Spaces and special characters, such as slashes, asterisks, or question marks, can cause problems when you try to open, copy, or move your files. They can also interfere with some software or platforms that use them for specific functions. For example, a slash can indicate a folder path, an asterisk can mean a wildcard, or a question mark can trigger a search. To avoid these issues, use underscores, hyphens, or camel case to separate words in your file names. For example, use Project_Report_2021.docx instead of Project Report 2021.docx.

2 Using vague or irrelevant terms

Your file names should be clear, concise, and descriptive, so that you and others can easily identify the content and purpose of your files. Avoid using vague or irrelevant terms, such as Document1, Final, or New, that do not convey any useful information. Instead, use specific and relevant terms, such as the project name, the date, the version, or the author. For example, use Marketing_Plan_June_2021_v2_John.docx instead of Document1_Final_New.docx.

3 Using inconsistent formats

Using inconsistent formats for your file names can make your files look messy and unprofessional. It can also make it harder to sort, filter, or search for your files. To avoid this, use a consistent format for your file names, such as the same order, style, and delimiter for the different elements. For example, if you use the format ProjectName_Date_Version_Author.extension for your files, stick to it for all your files. Do not switch to Author_ProjectName_Version_Date.extension or use different delimiters, such as spaces, hyphens, or periods.

4 Using too long or too short names

Using too long or too short names for your files can also cause problems. Too long names can exceed the maximum character limit for some systems or platforms, which can result in errors or truncation. Too short names can lack enough detail or context to identify your files. To avoid this, use a reasonable length for your file names, that is not too long or too short. A good rule of thumb is to use between 15 and 50 characters for your file names, depending on the complexity and scope of your files.

5 Using case-sensitive or reserved names

Some systems or platforms are case-sensitive, which means that they treat uppercase and lowercase letters differently. This can create confusion or duplication if you use different cases for the same file name. For example, report.docx and Report.docx are considered two different files by some systems. To avoid this, use either all lowercase or all uppercase letters for your file names, and be consistent. Alternatively, you can use camel case, which is a convention that uses uppercase letters for the first letter of each word, such as Report2021.docx.

Some names are reserved for specific functions or commands by some systems or platforms, such as CON, NUL, or AUX. These names cannot be used for your file names, as they can cause errors or conflicts. To avoid this, avoid using these names or any variations of them for your file names. For example, do not use ConReport.docx or AuxPlan.docx.

By avoiding these common mistakes when naming files, you can improve your administrative efficiency, professionalism, and collaboration. You can also use some tools or guidelines, such as file naming conventions, to help you create and manage your file names. File naming conventions are a set of rules or standards that define how to name your files, such as the format, the elements, the delimiter, and the length. You can use existing file naming conventions or create your own, depending on your needs and preferences.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?