Formats and names and organizing, oh my!

1. File types that maximize usability

When you submit assignments, it's important to be mindful of the file types you use. To ensure smooth grading and avoid any compatibility issues:

• Check the syllabus! Many professors will mention acceptable file types therein.
• Ask! On the first day of class, ask the faculty what file type they prefer for submissions.

Stick to your professor's specified formats carefully (particularly if you're using specialized software like R or Maya). If a preferred file type is not specified, use one of these common types, which are readily readable on college computers, and easily produced using college software:

• Microsoft Word files: doc, docx
• Rich Text Format: rtf
• Plain text txt
• Portable Document Format: pdf
• Web pages: htm, HTML
• Microsoft Powerpoint slide decks: ppt, pptx
• Images: gif, jpg, jpeg, tif, tiff, png
• Audio: mp3
• Video: mpg, MPEG, mp4, mkv

Using these formats guarantees your professor can easily access and grade your work, preventing unnecessary delays or confusion. Remember, following these guidelines helps ensure your efforts get the recognition they deserve!

ti;dr Don’t submit assignments and other files in formats not everyone uses! (HEIF works well for taking photos on iPhone, but it isn't a universal standard).

2. File names that work

When they're figuring out what to name a new model of automobile, automakers come up with something evocative and memorable: Mustang, Corvette, Challenger, Sonata, Cruze, Focus. Imagine a world where every car was named "blue 4-door" or "gray pickup truck". It'd be boring, of course, but more importantly, it'd be hugely confusing.

Point is, when saving files you should name them in a way that makes sense and makes them easy to find again later. Now, your professor might give you very specific instructions for naming your assignment submissions -- follow those instructions to the letter. If not, here are some tips for naming your files in a way that works. 

• Develop and maintain habitual naming schemes. For example, you might follow the model "lastname firstinitial claassnumber assignmentnameornumber adjectives.doc" so the final version of the first of several assigned essays for Writing 101 becomes "Smith J WRI101 Essay 01 Final". Long and a bit of a pain to type? Sure, but also super-easy to find at 2 am the night before the paper is due when you realize you need something that you removed in a previous draft.
• Use version control. Maybe you want to save a new version of your file each time you sit down to work on it, or every half hour while writing, but no matter the interval, do a Save As and change the filename in a regular and consistent way, like "Smith J WRI101 Essay 01 Draft 01" increments to Draft 02, Draft 03, and so on. If you're a Google Docs user, take advantage of the document history tracking to manage this for you.
• Resist the temptation to do things like re-editing "Smith J WRI101 Essay 01 Final" and naming the result something clever like "Smith J WRI101 Essay 01 Final FINAL" or "Smith J WRI101 Essay 01 Final For Real This Time". Rename the former Final file with a new version number and save the edited version as Final.
• At a bare minimum, make sure the names of files you're submitting for assignment reference your name, the class, and the assignment name.

Your filenames should make it easy for your professor to identify your assignment at a glance, especially when dealing with a large class and multiple submissions. Don't force them to waste time struggling to decipher cryptic filenames rather than focusing on providing you with valuable feedback on your work. Clear naming is a small step with a big payoff for both you and your professor. 

tl;dr Don’t submit files called "doc1.doc" or "paperfinal.pdf". Turn assignments in with logical names.

3. Organize for efficiency!

Despite what Microsoft, Apple, and particularly Google want you to believe — that is, that there is no need to organize your data when you can just search for it — it's important to employ at least basic levels of structure and organization to maintain your sanity and ensure that you always turn in the right data for each assignment.

The two basic elements of organization are files and folders.

• A file is any collection of data stored as a single element with a unique name: photos, movies, music, the last paper you wrote, or that PDF copy of your last bank statement are all files, as are your apps.
• A folder is a collection of files grouped under one heading. Common folders on your computer or Google Drive include Music, Movies, Pictures, Documents, and Desktop.

As that folder list indicates, typical ways to organize your files are by data type (music, movies, and pictures), by general category (documents), and by location (Desktop). The particular organizational scheme you choose is unimportant — the important part is having one at all. That said, here are some broad suggestions to help you organize, whether it's your computer or your Google Drive:

• Work under Documents as your top-level folder.
• Under that, create separate folders for each class or activity, and store relevant files in the appropriate folder.
• If you want to drill a little further down, create more subfolders as needed inside each class folder. For example, each class contains its own subfolders for each assignment, which contain related readings, notes, and drafts. 
• Maintain a consistent hierarchy for each set of folders, and structure that hierarchy in a logical, navigable way.
• Remember that any organizational scheme beats no organizational scheme, so use what makes sense to you, and makes your files easy to locate. Future you will thank current you for your foresight.

tl;dr If you put things in folders that are logically named and organized, they’re far easier to find. This proves to be even more important when you’re collaborating and your professor/classmate is looking for it. Don’t rely on the Search tool to relocate your files – you should know where your things are being saved.

4. Sharing Google Docs

Google Docs has its own special set of concerns when you use it to complete an assignment.

• If you download your document as a file and submit that file individually, no worries – you just treat it like any other file.
• However, some instructors will allow you to submit the Google doc URL. In this case, you need to make sure to share the document with your instructor's account, or they won't be able to access it. In the top right of the Google doc window, click Share, and enter your professor's email address to designate them as someone with access to the document.

If you don't take the extra step to share the URL correctly, your professor will be unable to access your document, and you may receive a late penalty. Also, note that you can designate each person you share with as a Viewer, Commenter, or Editor. Ask your professor what they require.