Do you do a lot of work with documents that constantly have to be saved? Well, if you do, you should know that the first time you save a file, you should choose a “file name” for it to be stored under. Note that some programs will automatically put a file name in for you, but it is much better if you name your own files. That way, you have a better chance of finding them later on.
The first time you save your work, you should use the Save As command to tell your computer what “file name” you want to save your work in. (In some programs, if you use the Save command, the first time you save, it will act as if you clicked on the Save As command anyway, but this is only in some programs. So, all in all, you should develop a habit of using the Save As command the first time you save a new file). The Save As and Save commands are usually under the File menu as well.
So, when you are typing a new document in your word processing program, the first time you go to save it, click on File to bring the menu down and then click on Save As to bring its dialogue box up.
In the Save As dialogue box, you can tell your computer where to put your file and what to call it. I won’t get into where to put your file here, except to say that if the computer is putting your files in the My Documents folder, that is fine for now. You can always go and change it later.
Next, you have to tell your computer what “file name” to save your file under. You should name your file according to what is in it. For example, if it is a letter to your son, John, call it “Letter to John.” Don’t just name it “Letter.” That is too vague. When you name your file (on a computer run with Microsoft Windows), there are some computer requirements.
- Use letters and/or numbers.
- Use no punctuation whatsoever, especially no periods.
In fact, your file names can contain some punctuation, but some of the punctuation characters have special meanings to the computer and cannot be used. Your file names can contain apostrophes, dashes, underscores and commas, but it is much easier to remember the rules if you use only letters and/or numbers, while avoiding all punctuation.
You can even use periods, but you should not put periods near the end of the file name or at least, within the last four characters. If you accidentally use a period near the end of your file name, you will probably have trouble getting that file back again later. If this happens, a technician can help you get your file back again, but that’s a big pain.
Here are some examples of good file names:
|2009 Taxes for Bob Smith|
|Personal Budget 2008|
|Car Prices 2009|
|Investment Notes from June 2007 Course|
|Daily Weight for John, Starting March 2008|
|To Do List|
|Letter to Grandma, February 23, 2009|
Note the use of two commas in this last file name. This is okay and it is rather handy, but just be careful not to use periods, especially at the end of your file names.
Here are some examples of bad file names (the problem is listed beside each one):
|John||This does not say what is in the file (if this is a letter, calculations, genealogy information, etc).|
|Letter||This does not say who it is for.|
|Letter to John.||This has a period at the end of it, which causes problems.|
|To Do List March 20/09||This file name has a slash ( / ) between the 20 and the 09. The computer will not accept this.|
|Letter to “Mom”||The quotes around Mom will not be accepted by the computer.|
|Interest * Principal – List of Payments||This file has an asterisk ( * ) in it, which the computer will not accept. The dash ( – ) is okay.|
So, rather than memorizing all the details and risk having a problem, keep it simple. When you name a file, use only letters and/or numbers, with no punctuation marks. This will make everything easier on you and on your computer!
~ Ramachandran Kumaraswami