When you need to start writing a new document, spreadsheet or presentation on Google Workspace, how do you start?
Do you open your program (Docs, or Sheets, or Slides), work away at it for a bit, then (at some indetermined point in the future) you give the document a name? And then, if you think of it, you decide where to store it?
I’m not trying to call anyone out here, but I have noticed this strategy often results in a lot of things saved in default folders (“My Drive” or “Documents”) that are very hard to find when needed.
I know, it’s on everyone’s to-do list to organize the filing system, but it never seems to get done. But here’s the good news. You can cross that item off your list. Here’s the trick:
When it’s time to open a new document, spreadsheet, presentation etc – you name it, and decide where to put it, BEFORE you start writing it.
- Go to Google Drive
- Navigate to the subdirectory and folder where you want to save your file
- Click ” + New ” and create your new document. Immediately give it a file name.
Tips for Good File Names
These two important tips will save you so many headaches in the future.
- Use dates and descriptive words to name files.
- When naming your file, consider what would be helpful for anyone (yourself most definitely included) who might be trying to find it in the future.
- Starting filenames with YYYY-MM-DD will ensure they always appear chronologically in your files.
- Using descriptive words like “Letter” [and the name of the correspondent] or “Invoice” [and the name of the vendor] helps as well.
- Pick a way to do it, and do it this way every single time, Write it down on a post it note and stick it somewhere you’ll see it. Make your team do the same. If you see something mislabelled, ruthlessly rename it. Nobody’s bookmarks will break, and anyone who knows how your file names are supposed to work will be able to find it again
What does this look like?
For instance, let’s say you get monthly invoices from a vendor called Acme. You could store them with names like:
- January 2024 Invoice Acme
- Acme February Invoice
- Acme January 2025 Invoice
- Invoice 2025-March Acme
- 20250412003890XXBusinessNameAcmeManufacturingCorporation
These are all technically correct, and the search function is powerful enough to pull them all up if you search “Acme invoice.” There will be other files in the same folder, though, and anyone who has to find anything in there will have to do a lot of digging. How long would it take you (or – worse – your new virtual assistant) to respond to an inquiry re whether you’ve received November 2024’s invoice?
But imagine if they looked like this:
- 2024_01 Acme Invoice
- 2025_01 Acme Invoice
- 2025_02 Acme Invoice
- 2025_03 Acme Invoice
- 2025_04 Acme Invoice
Any type of file you create regularly as part of your business should have a descriptive and specific name. Here are some more examples for your inspiration. Do what works for you, keeping in mind the two rules above – most importantly, be consistent!
- 2024 Annual Report
- 2025 Annual Report
- 2024_05_21 Letter to Ministry
- 2024_05_21 Letter to Acme
- 2024_06_12 Acme Invoice
- 2024_09_17 Invoice YosemiteSam $413.27
- 2025_03_27 Event Planning Checklist
- 2025_03_27 Draft Event Agenda
- 2025_03_27 Invite list
- 2025_03_27 Press Release