When naming a document or folder on your Mac or Windows computer, certain characters have special meanings depending on your operating system. Using these characters in file or folder names can prevent them from syncing to OneDrive, Google Drive, and network drives and cause data backups to fail. The following characters should NOT be used in file or folder names:

" * : < > ? / \ |# % ; & @

The list above is not comprehensive, but are the most common problematic characters. We recommend using standard alphanumeric characters and selecting symbols such as - _ ( ).

Also, leading and trailing spaces in file or folder names are prohibited. If you use these characters or spaces, your files may not sync and back up correctly, potentially causing you to lose your files.

Best Practices for Naming Files and Folders

1. Consistency

   • Consistent naming conventions help staff quickly sort files and search for them.

2. Include a Version Number

   • This makes it easier to navigate between versions and roll back changes.

   • Example: v01 or v10

3. Keep Names Descriptive

   • Use clear, concise names that accurately describe the file's contents. Avoid vague names like "document1.docx" or "spreadsheet.xlsx."

   • Consider including “categories” into file names to group like files together in a folder

     1. Example: K-Pop Club - Meeting Agenda - 2024.4.15

     2. Example: Studio III_Final Project_Mood Board_2024

4. Avoid Long File and Folder Names

   • Long File Names, especially when combined with long folder names, can prevent successful backups or access to files in different systems. While file names can generally be up to 255 characters, many systems have a limit of 400 characters, including upper-level folders.

5. Use Abbreviations

   • Abbreviations can shorten file names while still providing context. However, it's important to document the meaning of abbreviations so they're used consistently and understood over time.

     1. Example: SFS = Student Financial Services

     2. Example: SLC = Student Learning Center

6. Use a Consistent Date Format

   • For example, you can use the YYYYMMDD format to keep files in chronological order. You can also add a timestamp using the format YYYYMMDDThhmm.

7. Use Alphanumeric Characters

   • Do not use the following special characters ( " * : < > ? / \ | # % ; &  @ ).

Renaming Files or Folders:

• On Windows, select the file or folder and press F2.

• On a Mac, select the file or folder and press the 'return' key.

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