Tip #3286 - File Naming Rules
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File
Naming Rules
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:
| 2005
Taxes for Bob Smith |
| Personal
Budget 2006 |
| Car
Prices 2006 |
| Investment
Notes from June 2004 Course |
| Daily
Weight for John, Starting March 2005 |
| To
Do List |
| Letter
to Grandma, February 23, 2006 |
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 20/05 |
This file name
has a slash ( / ) between the 20 and the 04. 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
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