How to Name Your Files So They're Easy to Search and Find

Ever struggled to find an important file? Here is a simple naming system to save you time and help you stay organized.

1. Be Descriptive with Your Names

When naming a file strive to capture the entire idea of a file within your filename so that it is easy to find. A file that is easy to find is searchable, recognizable, and knowable.

Searchable

Filenames capturing the entire idea of a file will naturally contain keywords making your file searchable. This gives you the flexibility to find your files using keyword searches instead of relying extensively on folder hierarchies. When creating your keywords try to anticipate the terms you might use to search for your file.

Recognizable

Include words in your title that help you remember what the file is about. What keywords would best spark your memory?

Knowable

Describe the contents of your file in your title so you know what the file contains without having to open it. Taking time upfront will save you from opening and closing multiple files — or worse, losing them.

2. Add Additional Keywords at the End

No matter how explicit you are with your filenames, there will always be keywords that are missing. Consider adding additional keywords after your title. This can be done by separating your title from your keywords with parenthesis, a dash, a colon, or another method of your choosing. Experiment and see what you like. Here are a few examples:

• How to name files so they are easy to find (article, folders, search, 2024)
• How to name files so they are easy to find - article, folders, search, 2024
• How to name files so they are easy to find: article, folders, search, 2024

3. Update As Needed

Whenever you do a keyword search and are unable to find a file immediately, update that filename to include those missing keywords.

Over time, this method ensures your files remain easy to locate — without on rigid folder structures.

Why This System Works

This system works across all applications and doesn't rely on metadata, tags, or app specific features. Your explicit filenames, additional keywords, and filename updates will make your files easy to find.

💬 What do you think?

What tips do you have for naming files? Share your thoughts below!