← VCE Software Development U3O2

File naming, shared folders and version history

A tool in a shared folder that records who changed a file and when, so you can view earlier versions and restore one. Clear names with dates or version numbers help too, like Plan_v2_2025-03-14.

Part of: VCE Software Development - U3O2 - Analysis and Design — Module 74, 9-10 Digital Technologies: Project management — Module 13, WA Computer Science ATAR Year 11 — Network Communications — Module 140

Understanding File naming, shared folders and version history in VCE Software Development U3O2

What it does: A date written year-month-day in the name makes files sort in order and shows when each was saved. Restoring brings back an older copy from version history, which undoes the unwanted changes. Version history keeps earlier versions of the file, so you can restore one without losing work. Version history records the person and the time of each change. This helps teams see who edited what. A shared folder gives the team one place for files. Copies on separate desktops quickly get out of date.

Common mistakes: This file name has no version number or date, so teammates cannot tell which version it is. It should follow the pattern of the others, such as Plan_v1_2025-03-10.docx. Version numbers should go up in order. After v1 the next version is v2, not v7, so the name should be Plan_v2_2025-03-14.docx.

Class: _____________________ · Name: _____________________ · Date: _________

Free printable worksheet with full answer key — or add this module to a class and your students practise it interactively.

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This module's key terms are also in a printable crossword (Modules 72–85) and word search (Modules 52–85).

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Learning

Duo

Which file name is clearer for a team that keeps several drafts in a shared folder?

final final NEW pitchAppPitch_v3_2025-03-14

Matches

final_FINAL_reallyfinal2.docx

↓

This name is confusing and has no version number or date, so nobody knows which file is the latest. Use something like Plan_v3_2025-03-14.docx.

Applying

Meanings

Term

Version history

Meaning

A tool in a shared folder that records who changed a file and when, so you can view earlier versions and restore one. Clear names with dates or version numbers help too, like Plan_v2_2025-03-14.

Practice

Folder: Team_Project/Planning

Testing

Gaps

Second draft: Plan--2025-03-14.docx

Check Answer

Spots

1Team_Project (shared folder)

2Plan new copy final.docx

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Quick Questions

1. Which file name is clearer for a team that keeps several drafts in a shared folder?

A. AppPitch_v3_2025-03-14 ✓

B. final final NEW pitch

A clear name with the project, a version number and a date shows which draft is newest. Names like 'final final NEW' do not tell anyone what changed or when.

2. Your teammate saved over a slide deck and the best slides are gone. What should you use to fix it?

A. Open version history and restore an earlier version ✓

B. Delete the file and start again from scratch

Version history keeps earlier versions of the file, so you can restore one without losing work.

3. True or false: Version history can show who changed a file and when they changed it.

A. False

B. True ✓

Version history records the person and the time of each change. This helps teams see who edited what.

4. Which date format keeps files in the right order when you sort a folder by name?

A. 14-03-2025 (day-month-year)

B. 2025-03-14 (year-month-day) ✓

Starting with the year means files sort from oldest to newest by name. Day-first dates mix up the months and years.

5. Where should the team keep the project files so everyone can find the latest version?

A. In one shared folder that everyone can access ✓

B. On each person's own laptop desktop

A shared folder gives the team one place for files. Copies on separate desktops quickly get out of date.

Match the Pairs

Plan_v2_2025-03-14.docx → A clear file name that shows the version number and the date it was saved

Right-click > Version history → Opens a list of earlier versions showing who changed the file and when

Use a date in the file name so the newest file is easy to find → Report_2025-03-14.docx

Restore an earlier version after a mistake in the shared file → Version history > Restore this version

final_FINAL_reallyfinal2.docx → This name is confusing and has no version number or date, so nobody knows which file is the latest. Use something like Plan_v3_2025-03-14.docx.

Saving a copy to your own laptop desktop instead of the shared folder → Teammates cannot see your copy and version history cannot track it. Save the file in the shared folder so everyone works on one file.

Key Term

Version history

A tool in a shared folder that records who changed a file and when, so you can view earlier versions and restore one. Clear names with dates or version numbers help too, like Plan_v2_2025-03-14.

Fill in the Blanks

1. Second draft: Plan-v2-2025-03-14.docx

Hint: Type the short version label that shows this file is the second draft.

2. Saved on 14 March 2025 Report-2025-03-14.pdf

Hint: Type the date from the first line in year-month-day order, with hyphens, so files sort correctly.

3. Save the file in the shared folder

Hint: Type the word for a folder that every team member can open and edit.

4. File > Version history > See all changes

Hint: Type the name of the tool that records who changed a file and when.

5. Pick an older version, then click Restore

Hint: Type the button name that brings back an earlier copy of the file.

Spot the Error

Question 1

A Team_Project (shared folder)

B Plan new copy final.docx

C Plan_v2_2025-03-14.docx

D Plan_v3_2025-03-18.docx

Line B — This file name has no version number or date, so teammates cannot tell which version it is. It should follow the pattern of the others, such as Plan_v1_2025-03-10.docx.

Question 2

A Plan_v1_2025-03-10.docx

B Plan_v7_2025-03-14.docx

C Plan_v3_2025-03-18.docx

Line B — Version numbers should go up in order. After v1 the next version is v2, not v7, so the name should be Plan_v2_2025-03-14.docx.

Question 3

A 1 Open the shared folder

B 2 Right-click the file

C 3 Choose Version history

D 4 Pick the newest version

E 5 Click Restore this version

Line D — To go back to an earlier version you must pick an older version from the list, not the newest one. Line 4 should be: 4 Pick the older version.

Question 4

A Poster_2025-06-01.png

B Poster_2025-06-08.png

C Poster_15-06-2025.png

Line C — The date format is inconsistent. The other names use year-month-day, which sorts in order. This line should be Poster_2025-06-15.png.

Question 5

A Open Plan_v2 in the folder

B File > Version history

C See which printer was used

D Pick a version to preview

Line C — Version history shows who changed the file and when, not which printer was used. Line 3 should be: See who changed it and when.

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