The Scoop on Files: Naming, E-mailing, Organizing

Part of being online is learning certain basics so that you are not only informed and perceived as an individual who understands the technology in which you are participating but to also ensure those you communicate with have a pleasant and easy experience.

This article covers the basics of how to name and organize your files and send them via e-mail. Not knowing these basics, and understand, these are the basics, could cause you lost opportunity with potential customers whose e-mail you shutdown and who are aware of and practice these basic skills.

Learn How To Name Files Properly:

There are several basics when naming files that you should make an effort to follow. This is important in keeping files cross platform and ensuring that when they arrive on the other side that the intended recipient is able to open them.

LENGTH OF FILE NAMES: Many programs allow you to use long file names and eliminate file extensions from your file view. That doesn’t mean that long file names are O.K. or that the ending extensions (.doc, .jpg, .gif, etc.) are not necessary. For best results try and stick to the 8.3 pattern only. Remember that MS DOS, which requires an 8.3 pattern, lurks in many computer systems, including most Windows (PC) systems.

By an “8.3 pattern” I mean eight letters in the filename followed by the three-letter file extension. Extensions are needed for browsers and programs to “recognize” a file and engage or display the proper program/utility. Examples are: .doc, .wps, .gif, .txt, .jpg, .rtf, .tif, .ppt.

If the files themselves are going to be used on your Web site, the filenames become part of the page’s URL or the code to display the file so picutureofmykidsfifteenthbirthdayboywasitfun.jpg is simply not a good idea - shorter is better! Example: johns15.jpg. Don’t name files with sentence-long names. Keep file names short and sweet.

NAMING FILES: As mentioned above, using an 8.3 pattern is a good safety measure to follow anytime you are naming computer files, especially if they will be used on the Web. Even though you may be able to use a longer filename on your computer, (I received a file just this week that broke every rule and was 106 characters, including spaces, in length!) I recommend getting used to and using the 8.3 convention (8 or less character name with a 3 character extension such as ‘yourpage.doc’ or ‘your_graphic.jpg’).

Yes, you can use longer names, but as a courtesy to those you are sending to - keep it short and sweet - no more than 10-15 characters if you must. For those who work with files as part of their job, having to scroll to read the entire file or determine the extension is a real PIA. The 3 main biggies are:

• NEVER put any SPACES in the name or the extension.
• Name files in all small case!! Caps or suffixes .GIF or JPG may require that they be renamed in order to ensure they are useable/viewable.
• Only use alpha (abc) or numeric (123) characters. Punctuation, dashes, or other characters should not be used. You CANNOT use any of the following: ” \ / : * < > ? ¦. The period can only be used before the suffix, which must be three characters long.

Use descriptive file names that note the content of the file. To just name them photo1, photo2 or photo3 requires that the recipient open them to determine what it is a photo of. And in the future, you may not remember what the photos are of either. Descriptive file names are a great help for those who receive attachments from various sources. If you receive files by e-mail you will appreciate this as well.

DOCUMENTS AND SPREADSHEETS: People from different countries may speak completely different languages. Similarly, different computer programs store their files in different formats. A file created with WordPerfect might not be intelligible to Word for Windows. A file created with Lotus 1,2,3 might display gibberish when viewed with Excel or may not be openable at all.

Fortunately, many of the newer programs have built-in translators for common file formats. Word for Windows will automatically try to translate a WordPerfect file, and vice versa. Often, the internal translators work fine. Occasionally, there are wacky errors that will make the file unreadable to the other party.

If you’re exchanging files with other people, you cannot be completely sure that whatever program they use will be able to read files created by the program you use. Just as different versions of the very same program may not be able to read each other’s files. Frustrating, right? Avoid this unnecessary frustration by asking what programs the other person uses and if you both have the same program and version - no problem.

If you don’t use the same programs, or if you simply don’t know what the other person is using, the best approach is to translate your files to an intermediate format that both programs will most likely understand. Your word processor (or other program) will usually have an option called “Save As…” which allows you to save a file in a different format. A program’s default format is usually called its “native” format. In Word for example, that is a .doc extension. Often, different file formats are associated with different filename extensions. That is how your computer knows what software to use to view/open the file.

Every word processing program (and most other programs) can read files in “text” format (sometimes called “ASCII” format), which is signified by the file extension .txt. Text format, unfortunately, does not preserve special layouts like margins, underlining, bolding, italics, etc.

Fortunately, there is a format that tries to preserve most of those features. Most word processing programs can read files in “Rich Text Format” (sometimes just called “rtf”), which is signified by the extension .rtf. Bottom line for word processing files that you’re going to exchange with someone: save them in both .txt and .rtf formats. If the recipient’s program can read .rtf, then he/she will use that; if not, he/she will have no choice but to use the .txt file. Just a good rule of thumb!

Learn the RIGHT WAY to Send Files Via e-mail:

ATTACHMENTS: It is easy to attach a file to an e-mail. Almost too easy! It shields you from the basic information you need to know before you send your attachment to the other person. Specifically size and format. For size you can view the file’s size in Windows Explorer. Make sure the LIST option at the top is set to DETAILS. There you will see a SIZE column. Any file over 200K, either ask permission first to send the large file so the recipient is expecting the file, zip it up or reduce its size.

Never, ever, ever, never send anyone an e-mail with an attachment about anything, (especially your product or service) if the recipient did not specifically e-mail you for that information and you are responding to his or her request. If you send overly large files you can cause the other person’s e-mail box to fill and all subsequent e-mail to bounce. Many e-mail accounts are only 5M in size and can be filled up very easily by those who either don’t care to or don’t know how to determine file size and/or either minimize or compress the file to make it more manageable. Files over 1M shouldn’t be send by e-mail and will have a hard time going through the pipeline if at all.

To include a large attachment someone didn’t ask for is the epitome of lack of courtesy for those you are e-mailing and your actions will most certainly have a negative effect on your reputation. Common courtesies go a long way online when trying to foster relationships of any kind. Include an overly large attachment (over 200K) that is not compressed or in a format that requires one have the same software as you do (don’t count on the fact they do) will cause those on the other side to wonder what else you don’t get. Files should only be sent in a format that you know the other side has the appropriate software to view - because you asked first! (No, not everyone has MS Publisher, Excel or Power Point.)

Learn How to Organize Your Files:

GETTING ORGANIZED: I recently read an online study that mentioned a Gartner Group study which claimed computer users typically spend up to 30 percent of their time searching for previously stored documents and data. Most computer users do not know where their files are! This unproductive and frustrating activity ranks among the most time-consuming for professionals working with computers. No time like the present to learn! Here are some basic tips to help you get your files organized:

• Can’t find a file? To find a file (data or document), go to Start, Find Files. Then, type in the file name or any of terms you think the file is named with and the computer will find all data with that identifier. Choose the one you want and the appropriate program will open it.
• Before you save a file, either write down or make a mental note of the folder or location on your hard drive (C:MyDocuments) where you saved the file. When downloading files or programs off the Internet create a “Downloads” folder and make a point of pointing to that directory for all downloads. This will ensure the files that you download, some of which may take quite a long period of time depending on your connection, are available at a later date if you need them and you won’t have download them again. Also, having all you downloads in one in one central location is pretty darned convenient!
• Save all your data in one folder, such as “My Documents.” For your Web site, create a folder called “Web site.” For your photos - “My Photos”. Whatever works for you so that you will remember what you put where. You can create a folder on your C: drive by going into Windows Explorer, click on C (or an already established folder like “My Documents”). Once you have clicked on the location of where you would like to create a new folder, click on File/New/Folder and a new folder will appear that you can name intuitively to suit your purposes. Want to rename a folder? Simply right click on it and choose rename.
• You can create folders within My Documents for each program, e.g., Docs (Word), PPT (Power Point), Excel, Photos, Taxes, Home, Office, etc. This is a great idea to keep all your printed materials in one central location.
• When you want to save a new file, go to File; Save As and not only name the file properly but save it in the appropriate location right off the bat!
• Name your files so they are short, descriptive and intuitive.

Yes, you can ignore all this information and your computer will allow you to have up to 255 character file names. And, that is just dandy if the file is remaining on your computer for your eyes only. But when you want to send to others either for business or just to share information with friends or family via e-mail, renaming the files to shorter names and checking their size is manageable will ensure those with whom you are communicating will want to continue to do so!