Best practices for naming files and when to zip before sending
Use clear names with a date, project and version, avoid odd symbols, and upload folders as they are. Zip only when files must stay together as one unit, such as software or app bundles.
A transfer is only as useful as its file names. When a client downloads 40 files called IMG_4471 or final FINAL (2), they waste time working out what is what. A few habits make every send clearer for the person on the other end.
Naming rules that work everywhere
- Start with the date in year-month-day order, such as 2026-11-13, so files sort correctly.
- Add the client or project, then what the file is: 2026-11-13_Acme_Brochure_v3.pdf.
- Use a version number like v3 instead of words like final or new.
- Stick to letters, numbers, hyphens and underscores. Avoid characters such as ? / \ : * " < > | which some systems reject.
- Number sequences with leading zeros, such as 001, 002, so 10 does not sort before 2.
Upload a folder or zip it first?
In most cases, just upload the folder. Choose a folder keeps your structure, and the recipient can pick single files or press Download all to get everything as a ZIP with folders intact. You do not need to zip anything yourself.
Zip it yourself first when the files only make sense together, for example:
- Game builds, apps and software where every file must stay exactly in place.
- Mac app bundles, design libraries or projects with thousands of tiny files.
- Archives the recipient must keep as a single file for their records.
Name the transfer too
When you use Send by email, give the transfer a title that matches your file names, such as "Acme brochure v3 – print files". It makes the email easy to find later for both of you.
