File naming, shared folders and version history

Name:

Date:

Class:

Quick Questions

Shade in the A or B circle for each question.

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

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

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

A False

B True

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)

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

Match the Pairs

Draw a line connecting each item on the left to its match on the right.

Left column		Right column
1Plan_v2_2025-03-14.docx		ATeammates cannot see your copy and version history cannot track it. Save the file in the shared folder so everyone works on one file.
2Right-click > Version history		BReport_2025-03-14.docx
3Use a date in the file name so the newest file is easy to find		COpens a list of earlier versions showing who changed the file and when
4Restore an earlier version after a mistake in the shared file		DThis 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.
5final_FINAL_reallyfinal2.docx		EVersion history > Restore this version
6Saving a copy to your own laptop desktop instead of the shared folder		FA clear file name that shows the version number and the date it was saved

Definitions

Version history

Fill in the Blanks

Complete each line of code by filling in the missing parts.

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

Saved on 14 March 2025 Report-__________.pdf

Save the file in the ______ folder

File > _______________ > See all changes

Pick an older version, then click _______

Spot the Error

Shade in the letter of the line that contains an 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

Question 2

A Plan_v1_2025-03-10.docx

B Plan_v7_2025-03-14.docx

C Plan_v3_2025-03-18.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

Question 4

A Poster_2025-06-01.png

B Poster_2025-06-08.png

C Poster_15-06-2025.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

Answer Key

File naming, shared folders and version history

Section A: Quick Questions

A — AppPitch_v3_2025-03-14

A — Open version history and restore an earlier version

B — True

B — 2025-03-14 (year-month-day)

A — In one shared folder that everyone can access

Section B: 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.

Section C: Definitions

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.

Section D: Fill in the Blanks

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

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

Save the file in the shared folder

File > Version history > See all changes

Pick an older version, then click Restore

Section E: Spot the Error

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.

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.

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.

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.

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.