Cloud Storage and File Organisation

Poor file organisation makes it harder to find what you need, easier to lose track of drafts, and more likely that you will upload or submit the wrong file.

Good organisation helps you:

• keep track of different modules, projects and drafts
• find the right version of a file quickly
• avoid duplicate or badly named files
• work more confidently across different devices
• identify the correct file when you need to submit work

For guidance on saving safely, using AutoSave and checking previous versions, see Saving, Backups, and File Versions.

A simple structure can make your files much easier to manage. For example:

Year 2 / Semester 1 / CMP202 Programming / Assignment 1 / drafts

You might use:

• a top-level folder for each academic year
• a folder for each semester
• a folder for each module
• a folder for each assignment or project
• a drafts folder for working versions

Keep the final version clearly named and easy to find. For example:

CMP202_Assignment1_Final.docx

If you are not sure which format to use before submitting or sharing a file, see Understanding File Types and Formats.

Watch out for these common problems when organising files in cloud storage.

• Saving everything in one place without folders. This quickly becomes hard to manage.
• Giving files vague names. Names such as “Essay final” or “Week 3 notes” can make files harder to identify later.
• Keeping multiple copies with confusing names. This increases the risk of editing or submitting the wrong version.
• Moving files without checking where they have gone. Reorganising files without a clear structure can create confusion.
• Deleting files without checking. You may remove something important by mistake.
• Saving files only on one device. This can cause problems if the device is lost, damaged or unavailable.
• Not checking which file you are uploading. Similar file names can make it easy to submit the wrong version.

Check that:

• files are saved in the right folder
• file names are clear and meaningful
• older and current versions are easy to distinguish
• draft and final versions are not confused
• you can quickly identify the correct file to upload or continue working on
• unnecessary duplicates have not built up
• you know how to restore a file if something is deleted by mistake