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File Naming Recommendations

Make sure you are not using special characters in file names

Before uploading a file to the portal, ensure that there are no special characters in the file name. The following list contains special characters that may not be used in the file name: & * : < > ? / { | }

Separate words in file names with underscores

As a general best practice, use underscores between words in file names. Example would be "Recommended_File_Name.docx." When you use spaces in file names, all of the spaces will be converted to the characters "%20" in hyperlinks, and a document named Recommended File Name would appear in a link like this:

Check the properties of Office documents before you upload

Always examine the Properties fields of all documents to ensure that all fields such as Author or Title describes the document and its contents. If any fields are found to be inaccurate, delete them and re-save the document. The value of the Title, Author, and Comments in your documents are automatically added to the site when you upload them and are used in search results. Although you must edit the Author and Comments fields in Microsoft Office, you can change the title for your document in the site by editing the document properties.

Avoid using dates in file names

Because every document will have a Created/Modified date field in the system, you will not need to use dates in file names. All file names must be unique within a folder or library, and on some occasions, you may need to add a date if you have two documents of the same name.

Do not use version numbers in file names

Because versioning is enabled in all document libraries, you do not need to specify the specific version in the file name. If you want to publish an updated version of a document, upload it with the same name as the previous one, and the system will place the newer version on top of the old one. Old versions are not found in searches and can be found by viewing the  viewing version history of a particular document. 

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