SharePoint File Sanity & Naming Conventions

1. File Naming Conventions

Standard Format

Use the following suggested structure when naming files:

[Project/Topic]_[Content Type]_[Date or Version]

Examples:

In Calgary Region Hydrogen Hub team folder:

• Stakeholder Update Presentation_20260305

• Year in Review Report_v1

• Workforce Study Briefing Note_Draft_20260215

What to Include

• Project or initiative name (required)

• Type of document (presentation, report, notes, etc.)

• Date or version (when relevant)

What to Avoid

• Final2.pptx. Final3.pptx. Final4.pptx...

• Updated version new FINAL.pptx

• Presentation (2).pptx

• Anything that requires psychic abilities to interpret

2. Version Control (Stop Duplicating Files)

How SharePoint Handles This

• SharePoint automatically tracks version history

• You do not need to create new files for every revision

Best Practices

• Update the existing file instead of duplicating

• Use version labels in the name only when necessary (e.g., Draft, Final)

• Rely on SharePoint version history for detailed tracking

When to Create a New File

• Major shift in purpose or audience

• Forking into a completely different direction

If it’s just edits → same file.

3. Folder Structure Discipline

Principles

• Keep structures simple and predictable

• Avoid over-nesting (no folder labyrinths)

• Follow agreed team or project structures

What to Avoid

• Deep nesting like:
  Folder > Subfolder > Sub-subfolder > Why am I here > Help

• Personal folder systems that only you understand

  • Use your own preference for folders on OneDrive, but please try and stay aligned to TA's Sharepoint organization rules

4. Sharing Files (Links, Not Attachments)

Best Practice

Always share links to SharePoint files internally, not attachments.

Why

• Ensures everyone accesses the latest version

• Avoids duplicate files across email and Teams 

  • Attachment is an offline version of the Sharepoint file

• Maintains a single source of truth

How

• Copy link from SharePoint

• Share in Teams or email

5. Templates & Standardization

Use Approved Templates

• Start from official templates if such is available(PowerPoint, Word, Excel)

• Do not create your own versions unless necessary

Why

• Maintains consistency across the organization

• Saves time formatting

• Ensures brand alignment

6. Quick Checklist (Before Saving a File)

Ask yourself:

• Can someone understand this file name without opening it?

• Is this saved in the correct folder?

• Am I duplicating an existing file unnecessarily?

• Should this be a new version instead of a new file?

If any answer is “no” → fix it before saving.

7. What “Good” Looks Like

• Files are easy to find within seconds

• No duplicate versions floating around

• Clear, consistent naming across teams

• Minimal reliance on “who created this?”

8. What “Bad” Looks Like

• Multiple “final” versions of the same file

• Files stored locally or in email threads

• Inconsistent naming conventions

• People asking: “Which version should I use?”