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How to rename a file and add a file display name and summary

How to rename a file and add a file display name and summary

Use these instructions to change the name of a file attached to an intranet page or to add a file summary. Note that the file display name and the actual file name can be different from each other. This is helpful when the actual file name is complicated, and the contents of the file are more clearly conveyed with a simpler file display name.

The actual file name shows when you download a file, have a file open for editing, and also as the file name on the individual file page. The file display name shows as the file name on the page the file is attached to, in file preview, and as the title of the individual file page.

Add a file summary to help other people quickly comprehend the contents of a file when they find it. File summaries show up just below the file title on a page in large file view, or in 1-column or 2-column navigation layout. When files are in compact file view (small-text links), file summaries do not show. They can be accessed by going into file preview, or visiting the individual file page.

Edit properties to change file display name, actual file name & add summary

  • Step 1a: Click the down arrow on the far right of the file name to bring up the dropdown menu and then click "Edit properties." OR
6.5User7911EditProperties.png
  • Step 1b: Click on the file title to see an attachment preview, and then click "View file page" below the file name. Once on the file attachment page, click "Edit" in the upper right.
6.5User7911FilePreview.png
  • Step 2: File display name: In the "Title" box change the file display name.
6.5User7911FileNames.png
  • Step 3: Actual file name: In the "File Name" box change the actual file title. Make sure to include the file extension.
  • Step 4: File summary: In the "Content" box type in a summary of the file.
  • Step 5: Click "Save" in the upper right.

Change file display name in file preview

It is also possible to change the file display name from the file preview window.
  • Step 1a: From the page the file is attached to, click on the file title to see a file preview. OR
  • Step 1b: From the individual file page, click the small preview icon to the right of the file name to see a file preview.
  • Step 2: Click on the file name in the preview window to edit the file name.
  • Step 3: Enter the new file name and press "Enter" on your keyboard or click "Save".
  • Step 4: Click the "X" in the upper right to close the window. The parent page will show the file with the new name.

Hot intranet tips!

#1: Name files for maximum findability through search

People are much more likely to search on the intranet than shared/network drives. This means a file's title is very important: Try to name files so people will recognize them in search results.

Example:
  • Do: "Memo on 2011 Social Intranet Summit lunch options" or "Report on ThoughtFarmer webinar demographics, Q2 FY 2011"
  • Don't: "Lunch_memo" or "Q2_demographics"
  • The worst: "Mtg_TF"

#2: Link to related files in the file summary

In the text of your file summary embed links to related files or intranet pages. This will help people find important related information quickly and complete their tasks more easily.

Example:
  • For a file called "Travel Advance Form" include a link to the related travel policy.
  • File summary: "Use the travel advance form to request cash for expenses on an upcoming business trip. See the Travel Policy for details on per diem rates and types of cocktails the company will pay for (bourbon drinks, yes, tequila drinks, no)."