M365: Naming Conventions and Best Practices for Files and Folders

Summary

This article offers essential guidelines for naming files and folders in OneDrive, Teams or SharePoint to ensure efficient file management and easy retrieval. By adhering to these best practices, you will maintain a consistent and organized file structure, avoid common issues such as duplicate subfolders and the use of special characters, and improve collaboration within your team. Whether you are a new to USNH or just looking to organize, these practices will assist you in managing your digital files effectively and maintaining an orderly workspace.

Content


File naming and folder directory structure

  • Keep file and folder names short, descriptive, and consistent.
  • Develop file and folder naming standards and review them as a team.
  • Avoid creating duplicate subfolders under different main folders. This can cause confusion as to where things are stored.
  • Structure your subfolders logically and consistently. Avoid making too many layers of subfolders, as this can get confusing and may potentially hit path limits.
  • Microsoft has published a practical guide of ideas for how to organize digital files 


Do not use special characters in file names

Before uploading a file to OneDrive or SharePoint, make sure there are no special characters in the file name, as there are both prohibited and limited characters. See Restrictions and limitations in OneDrive and SharePoint

 

Separate words in file names with underscores or dashes

As a general best practice, use underscores "_" or dashes “-“ between words in file names. For example: Example_File_Name_For_Demonstration.docx.

When you use spaces in file names, all of the spaces will be converted to the characters "%20" in hyperlinks, so a document named “Example File Name For Demonstration” would appear in a link as:

https://universitysystemnh.sharepoint.com/teams/documents/Example%20File%20%Name%20%For%20%Demonstration.docx 

 

Avoid using Dates in file names 

You do not need to use Dates in your file names. Every document has a Created By and Modified By date in M365, so dates are usually not needed as part of the name of a document. All file names must be unique within a folder or library, so you might need to add a date to your file name only if you have two documents that must have the same name and you need to distinguish between the two.

 

Do not use version numbers in file names 

There's no need to add version numbers to file names. USNH has versioning turned on in SharePoint, so if you want to publish an updated version of a document, just collaboratively edit or upload it with the same name as the previous version and M365 will place the new version on top of the old version. Old versions are not found during searches, but you can examine old versions of a document by Viewing Version History
 

Make SharePoint and Teams site access and training part of onboarding new staff

Develop processes for making any major changes to shared file directories

  • Remember that when you move and rename files, this moves and renames them for everyone!
  • Decide how to approach making changes. Best practice would be to require communication for major changes, or to only have designated people make changes.
  • If you want to revise the current file structure, you might consider creating a small working group to review possible changes and then discuss as a group for implementation.

  

Further Readings

Restrictions and limitations in OneDrive and SharePoint

Microsoft - Support

Microsoft: SharePoint Naming Guidelines

Need additional help?

For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:

Learn more about the great tools our Microsoft 365 Learning sites offer!

Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request.  For password issues you must call or visit the Help Desk in person.  

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